Project & Administrative Coordinator

Massachusetts General Hospital
United States, Massachusetts, Boston
125 Nashua Street (Show on map)
Feb 04, 2026
General Summary/ Overview: Reporting to the Executive Director of the Academic Medical Centers (AMC) Office of the Chief Medical Officer (OCMO), the Project and Administrative Coordinator provides comprehensive administrative and project support across the AMC OCMO. The role supports the broader administrative team under the Executive Director, including scheduling, logistics, ordering, billing, contracting, and other operational and administrative needs as assigned. The Coordinator also supports the successful execution of projects by organizing and tracking key activities, maintaining accurate documentation and data, and facilitating clear, timely communication across team members and stakeholders. The Coordinator provides ongoing administrative and project support for the OCMO Ethics Team, oversees the day-to-day operations of the MGPO Physician Commons, and supports the planning and execution of special events and other cross-functional initiatives. This position works closely with team members and individuals across the OCMO and the AMCs, partnering with stakeholders at all levels to support day-to-day operations, coordinate internal special projects, and ensure the timely delivery of strategic priorities. The Coordinator will be responsible for maintaining the timeliness and thoroughness of projects, continuously assessing and making effective recommendations to address any barriers or obstacles to achieving project goals. Principal Duties and Responsibilities: Administrative support - 50% Provide complex calendar management including the planning and timely notification of meetings and appointments. Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with administrative staff across the system to book hard-to-schedule meetings with other execs and leaders. Initiates purchase order requests, contracts, and SOWs, obtaining purchase order confirmations and the follow through of payment for vendors and consultants. Submits accounts payable invoices and maintains expense files for primary vendors Prepare expense reports and process invoices Oversees purchases of equipment, office supplies and the maintenance of lease agreements and contracts for outside services. Coordinates numerous building services for multiple departments such as building badges, work and repair orders, vending and coffee machines, shredder and copier equipment and supplies. Coordinates inventory and allocation of office equipment, software licenses, computers, phones, furniture, etc. Responsible for maintenance of multiple calendars and filing systems. Schedules numerous large and complicated meetings and events. Arrange for conference room and technical support (i.e.: projector, teleconferencing services) and prepare materials (agendas and PowerPoint decks) as necessary. Project support - 50% Maintain an understanding of the priorities and strategic goals that OCMO leadership is charged with and stay up to date on all projects/initiatives supported by leadership. Support project managers in tracking project progress and identifying any issues that may arise. Facilitate communication between project teams, stakeholders, and external partners to ensure alignment and collaboration. Assist with data collection and analysis related to project performance and outcomes. Assist in the planning, implementation, and monitoring of projects. Assist as requested in the creation and dissemination of communications to the department staff Organize and plan for a variety of committee meetings that support this initiative including but not limited to developing meeting materials, agendas, minutes, and presentations. Coordinate and prepare meeting agendas, gather content, edit presentation decks, and track action items requiring follow-up on behalf of leadership Assist with event planning for department staff gatherings, working and coordinating with external parties such as caterers Work on projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with minimal oversight. Provide cross coverage as needed. Other ad hoc administrative duties and projects as assigned Qualifications: Bachelors or Associates degree preferred; high-school degree required. Experience with project coordination and administrative support required. Experience in planning and supporting large-scale meetings and complex scheduling responsibilities required. Proficiency in the use of MS Office tools including Word, Excel, PowerPoint and Teams is required Experience with purchase orders, billing, and expense reports strongly preferred. Experience within a healthcare environment preferred Skills/Abilities/Competencies: Possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization Professional demeanor, ability to successfully negotiate and collaborate with others of different skill sets, backgrounds, and levels within and external to the organization Requires minimal direction from leadership and possesses the ability to learn quickly Demonstrates team oriented, collaborative nature and customer service attitude. Ability to work independently exercising good judgment, diplomacy and discretion and maintain strict confidentiality. Ability to multi-task, prioritize and meet deadlines while working under pressure. Excellent written and verbal communication skills. Excellent attention to detail and follow-through. Flexible, resourceful, and resilient. Adapts quickly and happily to changing conditions, uses resources and relationships to develop solutions. Extraordinarily organized with excellent attention to detail, follow through and a proactive approach to problem-solving and prioritization. Supervisory Responsibilities: No direct reports; may indirectly provide leadership and guidance to less seasoned and new staff Strong oral and written communication skills. Fiscal Responsibility: No direct budgetary responsibility Demonstrates fiscal responsibility by effectively using Mass General Brigham resources Working Conditions Hybrid work model. When in office normal working conditions; office setting. Possible local travel to Mass General Brigham sites The General Hospital Corporation 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.