Position Description

HMS MEDscience’s mission is to address the inspiration gap in STEM education by providing students with opportunities to enhance the necessary 21st Century skills for success in their academic and future careers. Our vision is that all students, regardless of background, education, or zip code, should have equal opportunities in education and the sciences. Our program immerses students in realistic and dynamic simulated medical emergencies that promote teamwork and problem-solving skills. HMS MEDscience engages over 3,000 high school students (including over 900 Boston Public School students) through school-year and summer programs. 65% of the students who engage in school-year programming identify themselves as being part of a racial/ethnic group that is underrepresented in medicine.

The Administrative Coordinator’s primary responsibility will be supporting HMS MEDscience’s senior staff, including the Executive Director. This position will be responsible for managing scheduling and correspondence and will execute a variety of complex administrative activities related to all aspects of MEDscience functions. This position is integral to the organization’s daily workflow and coordination with significant infrastructure and organizational responsibilities.
This individual works under the supervision of the Executive Director and the Assistant Director of Administration in a fast-paced work environment with multiple conflicting priorities and is expected to be able to work individually and collaboratively. The candidate for this role is a process-oriented, strategic thinker who anticipates and proactively resolves problems, excels at multi-tasking, is a team player, is flexible and adaptable, and has strong project management and data management skills. In addition to providing day-to-day administrative support, this individual owns substantive projects benefiting the infrastructure of the organization.

Responsibilities include:

• Manage scheduling and correspondence for Executive Director and senior team.
• Assists fundraising and stakeholder engagement. Manages processes for donor gratitude. Supports Executive Director and senior team in preparing materials for meetings with potential donors or partners. Comfortable using various technology platforms and learning new ones (e.g. PowerPoint, Google Slides, Excel, etc.).
• Logistical support for all MEDscience core events including classes, meetings, coordinating calendars, tracking RSVPs, Zoom support for virtual meetings, catering, parking reservations, and A/V needs.
• Monitor program inventory needs and places orders as needed using Harvard’s Buy2Pay system.
• Attends meeting virtual and in-person (when appropriate) to help take notes and capture action items, tracks completion of items.
• Must be comfortable embracing new ideas and being nimble in a changing workplace.
• Manages internal website and communication platforms.
• Answering telephone calls or directing them to relevant staff.
• Oversees the MEDscience program email account, replying/forwarding as needed.
• Responsible for the program’s record keeping (e.g. school documents, program inquiries, visitors, etc.).
• Responsible for maintaining and updating appropriate program materials, may also create new documents such as flyers as needed.
• General program support and other duties as assigned.

 

Basic Qualifications

• College background and 3+ years of related work experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

• Bachelor's degree preferred.
• Interest in working in a nonprofit organization or in healthcare administration as a career.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) proficiency is required.
• Must be highly organized and detail oriented.
• The ability to handle confidential and sensitive material with tact and discretion is required.
• Must be flexible and have strong project management skills to effectively handle multiple priorities in a fast-paced environment from different supervisors with competing deadlines.
• Must be able to take initiative and work independently. Seeks out opportunities to improve processes.
• Establishes strong working relationships with colleagues within and outside of MEDscience, building bridges, and working collaboratively.
• Skilled at learning new technology platforms. Salesforce experience is a plus.
• Experience providing administrative support to senior organizational leaders is a plus.

Additional Information

This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position. 

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)
 

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.