Operations Project Coordinator

General Overview:

The Operations Project Coordinator is a central resource performing a wide variety of operational, technical, and administrative duties for the Department of Nursing including project development and coordination, event planning, office management, calendar management, meeting coordination, and information management. The Operations Project Coordinator is expected to use initiative in improving operational, technical, and administrative systems which will contribute to attainment of organizational objectives.

Reports to the Executive Administrator Finance and Operations for Nursing and Patient Care Services.

At the Brigham, we place great value on being a diverse and inclusive community. Brigham Health and the Department of Nursing are dedicated to diversity, equity and inclusion as we aim to reflect the diversity of the patients in our local community. We have a dedicated focus on equity. Thus, we believe in equal access to quality care, employment and advancement opportunities encompassing the full spectrum or human diversity: race, gender, sexual orientation, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.

Principal Duties and Responsibilities:

• Coordinates a variety of special projects for the Executive Director and Deputy Chief Nursing Officer, requiring an in-depth knowledge of the Department with the ability to gather and analyze information and problem solve.
• Identifies opportunities and recommends plans to improve Department operations and efficiency.
• Assists Associate Chief Nurses with Business Plans and New Initiatives.
• Collects and organizes certain financial data for the Executive Director including Department expenses, invoices, and contracts.
• Supports the Executive Director with the annual review and submission of Nursing Hours to various regulatory agencies and public reporting.
• Manages the Grievances and Staff Concerns processes between the Department of Nursing and the MNA, representing more than 4,000 BWH Nurses, ensuring all grievances and unsafe staffing reports are appropriately documented and responded to per the terms of the contract.
• Centrally maintains 50+ Job Descriptions for the Department of Nursing. Maintains a central repository and develops a system for updating job descriptions as needed, including routine review and approval by the Nurse Executive Board.
• Provides administrative support, including calendar management, to multiple Department of Nursing Executives, including the Deputy Chief Nurse.
• Plans and coordinates Department of Nursing events and celebrations including venue selection and booking, menu planning, event programing and invitations, for the annual Nurse Recognition Dinner, Nurses Week events, PCA Week events, and Administrative Professionals Day celebrations. Coordinates dates and books venues for all collective bargaining sessions between the Hospital and Massachusetts Nurses Association.
• Oversees the submission of nominations for the annual Daisy Leadership award.
• Provides administrative support to multiple Nursing Committees including the Nurse Executive Board, Nursing Leadership Committee, Nurse in Charge Council, Nurse Wellbeing Committee, NIC Council, and Critical Care Committee. Ensures that committee action items, projects, and initiatives are followed up on and managed consistently with project plans.
• Coordinates the onboarding, system access, badge access, training materials, and orientation schedules for new Nurse Leaders.
• Provides office management support for the Nursing Administration Office, including physical space management and maintenance, conference room support, coordination with Engineering, IT, and Environmental Services, ordering and maintaining supplies and equipment.
• Maintains and organizes Department policies, procedures, memos, minutes, rosters, mailing and email distribution lists, training and orientation materials.
• Maintains current rosters, mailing lists, and email distribution lists for 100+ Nursing Department and over 5,000 Department of Nursing Employees.
• Maintains the Department of Nursing webpage on "Vitals" (MGB intranet).
• Prepares, organizes and maintains information, data, and meeting materials.
• Maintains a comprehensive electronic file system to archive and share information.
• Acts as a resource and point of contact to staff members and other departments.
• Submits purchase orders, check requests, and expense reports as directed.
• Assists with training and orienting staff as needed.
• Provides payroll coverage as needed, requiring a detailed understanding of contractual pay policies and procedures for MNA nurses.
• Provides coverage of other administrative roles as needed.
• Responsible for training and indirect oversight of the Administrative Assistant II
• Other duties, as assigned.

Qualifications

Qualifications:

• Bachelor's Degree preferred.
• 2+ years of administrative and/or project experience, preferably in a healthcare setting.
• Strong organizational and interpersonal skills.

Skills and Abilities:

• Ability to interpret information as appropriate, answer more complex questions in the most professional manner and communicate in a professional, courteous, clear and concise manner.
• Good organizational skills; detail oriented.
• Intermediate level computer skills including the ability to use word processing, spreadsheet, database and presentation applications. Proficient in Kronos, Word, Excel, PowerPoint.
• Must be able to independently structure tasks and set prioritie
  
  Ability to set priorities for carrying out work assignments and manage multiple tasks simultaneously.
• Must use discretion and good judgment in the handling of sensitive and highly confidential information and material.
• Strong interpersonal skills, the ability to foster collaborative relationships and work well with colleagues in various roles throughout the organization.
• Must be able to independently identify, troubleshoot and resolve problems.
• Demonstration of flexibility and willingness to adapt to diverse roles as a member of the Patient Care Services team.
• Ability to foster a team environment and work as a team member.

Working Conditions:

• Busy office environment, with frequent interruptions.

Supervisory Responsibilities:

• Indirect supervision of Administrative Assistant II.

EEO Statement

Brigham and Women's 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.