The Brigham and Women's Hospital Department of Medicine (DOM) is a Harvard Medical School (HMS)-affiliated academic department comprised of 22 divisions, >1,400 faculty, >500 residents and fellows, and ~$475 million in annual research expenditures. The DOM is the largest academic department at BWH and among the largest in the country.
The Project/Grants Coordinator will work with both Division of Genetics and Allergy, and will provide support for research, clinical, and administrative operations. The ideal skill set includes experience in project management, administration within a research and clinical division, lab / operations / facilities management, superb organizational and team building skills, and a commitment to working with a group of highly motivated scientists and administrative professionals. The position requires a comprehensive understanding of federal, divisional and hospital policies as well as a high degree of initiative and independent judgment as well as the upmost discretion and professionalism.
Division of Genetics (50%) * Serve as single point of support for division investigators and their labs. Provide support for various research programs within the Division of Genetics.
* Schedule and organize complex activities such as arranging for travel.
* Serve as a point of contact for space management issues in the New Research Building, including but not limited to equipment maintenance and purchases, storage, and assisting with office moves.
* Responsible for administrative and office support, handling the on-boarding of new hires, assisting staff with any organizational/policy/procedure questions. Manage onboarding for lab members in conjunction with Division support.
* Facilitate the smooth operation of the labs on a daily basis through efficient office management and support for all administrative needs. Assist researchers by placing orders for equipment, laboratory, and office supplies. Interface with vendors, manage orders, and liaise with Accounts Payable and Purchasing Departments as needed. Process all check requests, employee reimbursements and invoices in a timely manner.
* Ensure adherence to all Division policies and procedures. Take initiative to follow up on matters independently. Bring all matters that require review or action to the appropriate contact. Communicate any issues through the proper channels in a timely manner. Regularly handle confidential information.
* Organize and maintain PI and Lab files.
* Provide cross-coverage, as needed.
* Assist with training and orienting staff as needed.
* Perform all other duties and assignments and special projects, as requested. Division of Allergy (ACI) (50%) * Report to PI Dr. Duane Wesemann. Will work with Duane on projects associated with his PO1 grant. This will include coordinating the project grant and multiple PI sites. These sites will require meetings and preparation to ensure the projects run smoothly.
* Assist with the Wesemann lab onboarding monthly and weekly employees.
* Support ACI Clinical Director in clinical/administrative operations for the division:
o Arrange and coordinate meetings, appointments and conferences. Prepare and distribute agendas, and take meeting minutes as needed.
o Maintain Outlook calendar.
o Draft and prepare memos, letters and other documents. Assist with collection of information for letters of recommendation.
o File peer review records for clinical activities.
o Submit expense reports and reimbursements as needed.
o Collaborate with clinic to prepare and produce productivity reports as needed.
o Assist with onboarding new ACI faculty. Assist with development of clinician handbook for new physicians.
o Take on special projects as assigned, including updating consent forms/obtaining hospital approval, and updating various clinical documents as needed.
* Assist Division Administrator in association with Clinical Director and Dr. Wesemann as required.
* Perform all other duties and assignments and special projects, as requested. QUALIFICATIONS * Bachelor's Degree required; 3-5 years experience required.
* Experience with managing the administrative aspects of a research project.
* Experience with MGB Healthcare Systems and grants helpful.
* Experience in coordination of lab operations, maintenance, procedures, and research. Knowledge of laboratory techniques, and safety procedures helpful.
* Knowledge of quality assurance tracking.
* Statistical knowledge for data management.
* Salary commensurate with education and experience. SKILLS AND ABILITIES REQUIRED * High level of computer literacy, including: MS Office Word, Excel.
* Careful attention to detail and organizational skills.
* Ability to prioritize among many tasks, to work quickly under pressure.
* Excellent communication and interpersonal skills, collaborates well with others.
* Ability to demonstrate high degree of professionalism and discretion.
* Ability to prioritize tasks and set deadlines.
* Ability to take initiative and capable of multi-tasking.
* Must be able to make independent, effective decisions in appropriate situations.
* Excellent organizational skills to ensure smooth functioning of lab. WORKING CONDITIONS * Busy lab/office environment with time sensitive work
* New Research Building SUPERVISORY RESPONSIBILITY
None
The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
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Brigham and Women's Hospital
Mar 06, 2025