Project Coordinator, Office of COO Portfolio

Summary

The rising cost of health care is a dominant topic of conversation at the national and state level. It is also a key focus at Mass General Brigham, where collaborative approaches to improving efficiencies and real cost savings are essential to providing high quality, affordable care to our patients. MGB believes that process improvement, cost management, and change management must become the way we do our work, and that coordinated project management will ensure our success.

The Project Coordinator role is situated within the Mass General Brigham Office of the COO’s Project Management Office. This department partners with senior leadership to identify, prioritize, and drive the implementation of system-wide initiatives that leverage the scale of Mass General Brigham (MGB) to reduce the rate of expense growth, improve patient care, accelerate research and innovation, and educate the next generation of clinicians. The Project Management Office also supports multiple committees charged with identifying cost and efficiency opportunities.

This role provides a broad range of project support, such as but not limited to, project planning and tracking; analytics to support business decision making; meeting coordination, preparation, and documentation; and project communication efforts. This role will work on multiple concurrent projects, many of which involve interaction with clinical and administrative leaders throughout the system.

As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women’s Hospital and Massachusetts General Hospital, Mass General Brigham supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care, and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We’re focused on a people-first culture for our system’s patients and our professional family. That’s why we provide our employees with more ways to achieve their potential. Mass General Brigham is committed to aligning our employees’ personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development—and we recognize success at every step.

Our employees use the Mass General Brigham values to govern decisions, actions, and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

Principal Duties and Responsibilities

Project Support

• Provides support and coordination for assigned activities, ensuring all assignments and projects are delivered on-time and within scope
• Assists in driving the objectives of the select projects and committee(s) forward by collaborating and serving the teams and/or chairs’ needs
• Oversees meetings logistics by working with stakeholders, administrative assistants, and others to ensure key stakeholders are in meetings/engaged in the work
• Assists in developing and maintaining detailed project plans with timelines, milestones, and dependencies with appropriate interim milestones to mark progress
• Partners with project leadership to plan project activities, determine meeting agendas, and facilitate as appropriate; takes detailed meeting minutes and documents key takeaways such as decisions and action items
• Coordinates activities of MGB subject matter experts to support their assigned project responsibilities
• Proactively identifies potential issues / challenges to project implementation, escalates them to leadership, and supports devising contingency plans

Analysis

• Performs data analysis and manipulates large amounts of data to support business decision-making; presents data to both business and clinical constituents in an accurate, meaningful, and concise manner; converts data into persuasive presentations for leadership
• Gathers data and compiles information from a variety of disparate sources and ensures data integrity using quality checks at various points in the process
• Provides input to the team or senior leadership on additional analyses and key next steps

Communication and Collaboration

• Develops strong, positive relationships with all levels of staff across MGB; collaborates with these colleagues to leverage their expertise and experiences to advance the work objectives
• Participates in relationship building by providing exceptional customer service and resourcefulness; exhibits professionalism in serving as a point of contact for work.
• Develops and disseminates accurate, relevant, and timely project updates to project leadership, subject matter experts, committees, and MGB leaders
• Prepares concise, creative, professional summaries of analyses and plans for members of Senior Leadership and others, as appropriate
• Creates draft written documents for project meetings, workshops, working sessions with the goal of facilitating decision-making, and advancing and achieving the stated milestones and objectives; obtains edits from leadership constituencies as needed and ensures information is depicted with polished formatting and graphics
• Other duties as assigned

Qualifications

• Bachelor’s degree required
• 1-3 years of experience in project administration, project management, operations, or other directly relevant business experience, preferably within a healthcare environment
• Prior business analysis and project coordination experience in a complex multi-faceted organization working with senior level leaders across multiple locations desired
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Visio, SharePoint) required, and adept at learning new software applications

Skills, Abilities and Competencies

• Strong organizational skills and attention to detail
• Ability to manage multiple, concurrent projects and re-establish priorities as necessary with direction from leadership.
• Strong sense of proactiveness – ability to manage and drive work and agenda with leadership guidance.
• Execution oriented mindset: deliberate and decisive with strong planning, organization, and time management skills - gets things done with direction from leadership.
• Willingness and ability to undertake tasks from administrative support to supporting strategic project planning and everything in between.
• Ability to propose courses of action and anticipate leadership needs.
• Strong listening, writing and interpersonal skills.
• Strong customer service orientation: ability to effectively interact with external and internal stakeholders with professionalism.
• Initiative and creative problem-solving skills, adapting the approach as needed.
• Demonstrated ability to work effectively, both independently and within a team
• Ability to effectively respond to time sensitive issues and meet deadlines; takes ownership and accountability for timeliness and accuracy
• Ability to manage confidential information.

Working Conditions

• Hybrid working model at Assembly Row up to 3 days a week, and on hospital campuses as needed
• This position may involve work outside usual working hours
• Local travel to Mass General Brigham sites
• Normal office working conditions. The noise level in the work environment is quiet to moderate.
• This role requires a hybrid working model with flexibility to be onsite Thursdays and a total of up to 3 days per week at our Somerville Assembly Row Office and /or local MGB Sites

Mass General Brigham 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 the law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.