Program Coordinator, Cancer Center - Boston, United States - Massachusetts General Hospital

Description

Job Description - Program Coordinator, Cancer Center

Summary:
Receiving general direction from the Sr.

Administrative Manager, the candidate is responsible for coordinating recruitment activities, department orientation/onboarding, off-boarding, and personnel-related administrative functions within the Krantz Family Center for Cancer Research.

This role is a key support position in the department assisting multiple laboratories with their HR-related tasks.

Drawing on an understanding of employment operations in an academic setting and displaying a high degree of initiative and independent judgment, the incumbent must exhibit exceptional interpersonal skills and thrive in a fast-paced and dynamic environment.

This role requires discretion and judgment to organize priorities, complete tasks and handle sensitive information.

Principal Duties and Responsibilities:

Serve as liaison between hiring managers/principal investigators (PIs), grant managers, and MGB human resources to facilitate talent acquisition at the department level (post-docs, technicians, and other staff).

Operates as the primary timekeeper for the department.

Support outreach and marketing of positions, post positions in the MGH hiring system (Taleo - soon to be Workday), screen resumes/CVs, conduct phone interviews, and organize interviews, and selection processes.

Prepare MGH and HMS appointment and reappointment packets and track progression; manage visa process in collaboration with foreign nationals, hiring (sponsoring) PI and Office for Global Professional and Scholars (GPS, formerly known as PIPS) with recruits as needed.

Serve as point of contact for new hires upon arrival, assisting new hires with navigating MGH and KFCCR onboarding and credentialing as needed; directing new hires to required orientations and training sessions; commuting and parking resources; coordinating access to buildings and facilities; connecting new hires with relevant communities, communications, and distribution lists; provides instructions on timekeeping.

Coordinate annual performance review process; sending communications, instructions, and reminders.
Develop, recommend, and implement personnel policies and procedures.
Direct staff to appropriate MGH resources for issues related to employment and/or benefits
Provide offboarding to KFCCR personnel. The incumbent will develop standard operating procedures (SOPs) and checklists for smooth, orderly offboarding. This will include the submission of appropriate documents, collection of IDs, and other MGH equipment/property.
Utilize PeopleSoft for tracking and changing employee records at the direction of the Sr. Administrative Manager.
Collaborate with Principal Investigators and HR to advise on conflict resolution in employee relation matters.
Prepare and maintain department training manual for corrective action procedures
Stay up-to-date on department/hospital systems to ensure knowledge of workflows. Work with the team continuously to enhance efficiencies with scheduling and other administrative tasks within those systems.

In conjunction with HR Talent Acquisition confidently advise Principal Investigators on compensation analysis and equity for recruitment and retention of staff.

In conjunction with the MGB Office for Global Professional Scholars (GPS), file and authorize hospital-sponsored visa forms, advise other managers on the appropriate use of different visa types, and stay up-to-date on international relations to guide best practices.

Lead or participate in multidisciplinary process improvement projects and efforts as needed.
Serve as PeopleSoft/Workday delegate for faculty and staff.

Enter/approve distribution changes, special payments, promotions, and terminations as instructed.

Maintain database logging incoming hire's primary/secondary supervisor, on and offboarding timestamps, visa expiration/reappointments, and credentialing updates from MARS.

Experience and Education :
Knowledge of HR principles and regulations, and state and federal labor laws.
At least 5 years of work experience in a related field with demonstrated widening scope.

Essential Skills for Success in this Role:
Interpersonal/Communication Skills -

Strong interpersonal and communication skills in order to relate appropriately and effectively to diverse audiences and carry out positions with a high degree of customer service and teamwork.

Must possess excellent written and verbal communication skills and ability to create and deliver oral presentations.
Organizational Ability/Attention to Detail -

Ability to work independently, i.e. plan, organize, delegate, problem-solve, and meet established deadlines. Ability to work flexibly with several individuals/teams/projects simultaneously. Ability to prioritize work under time pressure. Follow-through and exceptional attention to detail on all project tasks is essential.
Editing/Writing Skills -

Demonstrated writing and editing skills to support the communication and development of training programs.
Computer Skills -

Must have expertise in Microsoft Office (Word, PowerPoint, Excel). Ability to understand the technological context of projects.
Analytical Skills -

Ability to collect and analyze quantitative and qualitative data to help guide decision-making.
Research Skills -

Ability to thoroughly research topic areas needed for projects and integrate knowledge into the team's work.
Organizational Knowledge –

Ability to assess and respond to diverse subcultures within the MGH. Must be able to function as a team builder as well as a team member
Independent Judgment -

Ability to appropriately handle sensitive/confidential information. Maintain a positive attitude, with a focus on the accomplishment of department goals and the hospital's mission. Must remain flexible and be able to adapt easily to changing demands and needs. Must demonstrate exceptional problem-solving skills, both technical and interpersonal.

Principal Duties and Responsibilities:

Serve as liaison between hiring managers/principal investigators (PIs), grant managers, and MGB human resources to facilitate talent acquisition at the department level (post-docs, technicians, and other staff).

Operates as the primary timekeeper for the department.

Support outreach and marketing of positions, post positions in the MGH hiring system (Taleo - soon to be Workday), screen resumes/CVs, conduct phone interviews, and organize interviews, and selection processes.

Prepare MGH and HMS appointment and reappointment packets and track progression; manage visa process in collaboration with foreign nationals, hiring (sponsoring) PI and Office for Global Professional and Scholars (GPS, formerly known as PIPS) with recruits as needed.

Serve as point of contact for new hires upon arrival, assisting new hires with navigating MGH and KFCCR onboarding and credentialing as needed; directing new hires to required orientations and training sessions; commuting and parking resources; coordinating access to buildings and facilities; connecting new hires with relevant communities, communications, and distribution lists; provides instructions on timekeeping.

Coordinate annual performance review process; sending communications, instructions, and reminders.
Develop, recommend, and implement personnel policies and procedures.
Direct staff to appropriate MGH resources for issues related to employment and/or benefits
Provide offboarding to KFCCR personnel. The incumbent will develop standard operating procedures (SOPs) and checklists for smooth, orderly offboarding. This will include the submission of appropriate documents, collection of IDs, and other MGH equipment/property.
Utilize PeopleSoft for tracking and changing employee records at the direction of the Sr. Administrative Manager.
Collaborate with Principal Investigators and HR to advise on conflict resolution in employee relation matters.
Prepare and maintain department training manual for corrective action procedures
Stay up-to-date on department/hospital systems to ensure knowledge of workflows. Work with the team continuously to enhance efficiencies with scheduling and other administrative tasks within those systems.

In conjunction with HR Talent Acquisition confidently advise Principal Investigators on compensation analysis and equity for recruitment and retention of staff.

In conjunction with the MGB Office for Global Professional Scholars (GPS), file and authorize hospital-sponsored visa forms, advise other managers on the appropriate use of different visa types, and stay up-to-date on international relations to guide best practices.

Lead or participate in multidisciplinary process improvement projects and efforts as needed.
Serve as PeopleSoft/Workday delegate for faculty and staff.

Enter/approve distribution changes, special payments, promotions, and terminations as instructed.

Maintain database logging incoming hire's primary/secondary supervisor, on and offboarding timestamps, visa expiration/reappointments, and credentialing updates from MARS.

Experience and Education :
Bachelor's degree required.
Knowledge of HR principles and regulations, and state and federal labor laws.
At least 5 years of work experience in a related field with demonstrated widening scope.

Essential Skills for Success in this Role:
Interpersonal/Communication Skills -

Strong interpersonal and communication skills in order to relate appropriately and effectively to diverse audiences and carry out positions with a high degree of customer service and teamwork.

Must possess excellent written and verbal communication skills and ability to create and deliver oral presentations.
Organizational Ability/Attention to Detail -

Ability to work independently, i.e. plan, organize, delegate, problem-solve, and meet established deadlines. Ability to work flexibly with several individuals/teams/projects simultaneously. Ability to prioritize work under time pressure. Follow-through and exceptional attention to detail on all project tasks is essential.
Editing/Writing Skills -

Demonstrated writing and editing skills to support the communication and development of training programs.
Computer Skills -

Must have expertise in Microsoft Office (Word, PowerPoint, Excel). Ability to understand the technological context of projects.
Analytical Skills -

Ability to collect and analyze quantitative and qualitative data to help guide decision-making.
Research Skills -

Ability to thoroughly research topic areas needed for projects and integrate knowledge into the team's work.
Organizational Knowledge –

Ability to assess and respond to diverse subcultures within the MGH. Must be able to function as a team builder as well as a team member
Independent Judgment -

Ability to appropriately handle sensitive/confidential information. Maintain a positive attitude, with a focus on the accomplishment of department goals and the hospital's mission. Must remain flexible and be able to adapt easily to changing demands and needs. Must demonstrate exceptional problem-solving skills, both technical and interpersonal.
Massachusetts General Hospital is an Affirmative Action 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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