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Administrative Coordinator

Department Description: The Office of Sponsored Programs (OSP) is a division under Research and Academic Affairs whose mission is to facilitate the conduct of research at Beth Israel Deaconess Medical Center. OSP is the central research administration office responsible for contracting for all federal, foundation and other private non-profit funded awards. OSP works in close collaboration with the Research Administrative Teams and is responsible for oversight of compliance activities associated with these types of sponsored research projects.

Job Location: Boston, Massachusetts

Req ID: 42342BR

Job Summary: Provides support for leadership positions and a division or department by leading and coordinating administrative work, projects and staff. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures.

Essential Responsibilities:
    1. Process incoming contracts (new, amendment, unilateral, etc. , that another entity initiates - Initiates starter questions and follow-up with RA for response as necessary -Uploads answers to starter questions into database - When complete , forward contract and answers to starter questions to appropriate team member
    2. Registers outgoing contracts (new, amendment, billing, etc., that BID OSP initiates) in the database: -OSP team member will provide initiated checklist and contract -Registers contract if not already in database -Uploads information from the OSP checklist
    3. Completes contract record in database: -Reviews entries made to ensure accuracy -Enters final information (execution date, process details, etc.) -Scans/electronically to save team members completed paper file
    4. Reviews NOA and associated documents for budget/timeframe prior to set up of accounts in GEMS/Res Fin dashboard
    5. Enters/close non-patient cash batch four times per week in PeopleSoft
Required Qualifications:
  1. High School diploma or GED required. Associate's degree preferred.
  2. 3-5 years related work experience required.
  3. Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
  1. Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.
  2. Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
  3. Independence of Action: Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.
  4. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  5. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  6. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  7. Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
  8. Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally
EOE Statement



As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. BILH requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement

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