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The Project Coordinator for Administration will provide key administrative and programmatic operational support to Research Administration across Tufts Medical Center. Reporting to the Vice President, this position will be responsible for coordination of research program operations, including human resources functions, computing and information technology needs, payroll processing and record keeping. As a member of the administrative team supporting the research mission, this position is responsible for a variety of services required for smooth operation of Research programs. This position requires independent judgment and action, and the ability to attend to multiple tasks simultaneously.

Job Description

Minimum Qualifications:

1. Bachelor’s degree in a business-related field.

2. Three (3) years of experience in administrative operations. Work in an academic or medical research setting highly desirable

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

• Coordinating with the responsible hiring manager and Human Resources, this position is responsible for assisting with the onboarding of new employees, including ensuring appropriate technology, security and systems access, and integration into Research and their home departments or institutes. Acts as point person in Research for employee visa requests.

• Coordinates research volunteer onboarding in conjunction with home departments/institutes and the Volunteer Office. Prepares and submits signed commitment letters to Volunteer Office, follows-up with research volunteer on completion of onboarding requirements and ensuring appropriate technology, security and systems access, and integration into Research and their home departments or institutes. Maintains database of research volunteers including start and end dates and submits extension paperwork as needed. Acts as a point person in Research for volunteer visa requests.

• Working with Information Services and the departmental manager will be responsible for requesting computing for new hires, ensuring network access, computing, and appropriate software is ready for the new hire on their start date.

• Has overall responsibility for payroll completion on a biweekly task. Ensures compliance with Kronos payroll systems and Tufts Medical Center policies for departmental payroll. Will be responsible for setting up schedules, adding in missed time and PTO hours. The Project Coordinator will complete payroll for manager sign off.

• Responsible for adding new hires to central research email lists and for routinely updating the lists for accuracy.

• Compiles and curates content for newsletters. In conjunction with the VP, solicits information and materials, reports on accomplishments, publications, research grants and clinical trial lists, arranges photos, builds the team calendar which includes the deadlines for content submissions and oversees the overall operation of creating monthly newsletters.

• Provides central organizational support to the VP of Research and Directors in tracking and follow up of central human resources compliance including annual education, annual vaccine compliance, employee surveys and performance evaluations.

• Assists with the research time and effort report process, including sending monthly time and effort reports to researchers for signature, tracking response, and communicating completion with Directors for certification.

• Liaison for Special and Scientific Staff medical staff reappointments. Communicates with home departments/institutes and faculty member to ensure completion of staff reappointment application and submits to the Medical Staff Office.

• Maintains collaborative team relationships with peers and colleagues in order to effectively contribute to the achievement of goals and to help foster a positive work environment

• Develops solid working relationships with other departments ensuring a professional and supportive collaboration between Research and other areas of Tufts Medical Center.

• Performs other similar and related duties as required or directed.

Physical Requirements:

• Consistent with a normal office work environment. Work requires frequent continuous typing/computer keying, telephone use and sitting for extended periods.

Skills & Abilities:

• Excellent interpersonal skills to deal effectively with researchers, staff, administrators and customers. Outstanding customer service and problem solving skills required.

• Demonstrated knowledge of Microsoft Office Suite (Excel, PowerPoint, and Word), Adobe Acrobat, and other computer software is required.

• Knowledge of Kronos payroll and Workday preferred.

• Excellent organizational skills to manage work flow independently. Ability to prioritize quickly and appropriately.

• Must be able to multitask, working on multiple studies and protocols.

• Requires meticulous attention to detail with excellent data management and organizational skills.

• Knowledge of routine office and computer equipment for troubleshooting.

Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided 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. Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org .