Research Project Coordinator II

Job Profile Summary

This role provides support to multi-functional teams at the intersection of research operations, implementation science, quality improvement, and learning health systems. It focuses on the development, demonstration, and dissemination of new products and innovations, and the improvement of processes. This professional role applies knowledge of research administration and project coordination to ensure that project activities, deliverables, and processes are carried out effectively. While it does not include direct supervision of staff, the position independently manages tasks and supports the successful execution of projects. Most time is spent overseeing the design, implementation or delivery of processes, programs and policies using specialized knowledge and skills typically acquired through advanced education. Work is performed with general guidance and requires the ability to manage day-to-day tasks, solve moderately complex problems, and adapt established policies and procedures to project needs. The role communicates project information, policies, and practices to colleagues and stakeholders as appropriate.

Job Overview

The Research Project Coordinator II supports research programs and services at Tufts CTSI and its partners, playing a central role in advancing implementation science, research operations, quality improvement, and learning health systems. The coordinator serves as a key liaison among faculty, fellows, administrative staff, and external collaborators to keep projects organized and on track. Key responsibilities include coordinating project strategies and timelines, tracking progress, organizing and synthesizing data for reports and presentations, and preparing materials for dissemination. The role also facilitates communication across stakeholders, manages meetings and events, supports manuscript and presentation development, and uses technology for tracking and data management. In addition, the coordinator fosters collaborative relationships, ensures the accuracy and confidentiality of information, and contributes to the overall success of research initiatives. Additional duties may be assigned as needed.

Job Description

Minimum Qualifications:

1. Bachelor's degree.

2. Three (3) years of related experience.

Preferred Qualifications:

1. Five (5) years of prior experience in academic or medical research experience.

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.

1. Provides support to stakeholders through creating project plans and timelines related to research activities.

2. Creates the agenda, summaries, and tracks action items for committee meetings.

3. Compiles and curates content for communications.

4. Promotes activities through maintaining social outlets.

5. Organizes and maintains the list of active IRB protocols to better understand the landscape of research, find better ways to enhance enrollment, and create additional awareness of studies.

6. Prioritizes meetings and resolves conflict by calling calendar issues to the Research Sponsor's attention.

7. Coordinates seminars and special events. Develops and manages budgets, organize guest speaker itineraries and travel arrangements, plan the agendas and event schedules, prepares all correspondence required and maintains meeting material files.

8. Develops and maintains effective working relationships with senior administration and medical staff necessary to carry out the goals, objectives, and initiatives of the Executive Director; exercise careful judgment in arranging priorities of the Research Sponsor.

9. Ensures compliance with established hospital policies, quality assurance programs, safety and infection control policies and procedures.

10. Provides recommendations for system improvements and works with leadership to implement as needed.

11. Prepares marketing materials for meetings and conferences; assisting with the tenor, nature, and content of both the newsletter and website.

12. Creates reports and presentations.

13. Maintains files and cost tracking spreadsheets.

14. Utilizes good judgment to determine what questions or routine issues can be dealt with on while keeping them abreast of all activity.

15. Actively follows-up on action items to ensure that deadlines are met as needed and progress is being made toward achieving milestones.

16. Staffs all Scientific Advisory Board Committees including the Development Core, Statistical Core, and Clinical Trial Central Research Coordinator Core.

17. In conjunction with the Research Sponsors solicits information and materials, reports on accomplishments, compiles publication, research grant, and clinical trial lists, arranges photos to be shot per specific issue, builds the team calendar which includes the deadlines for abstract submissions and conference/seminar registrations, and oversees the overall operations of creating the publication.

18. Drafts and publishes content on behalf of the Executive Director while coordinating with the marketing and public relation teams to ensure that output is effective and appropriate under hospital policy.

20. Arranges travel (both national and international), hotel reservations, passports and visas, etc. and prepares detailed itineraries for all travel.

21. Acts as a VIP liaison, hosts and organizes distinguished scientists and other donors.

22. Deals with issues that are significant, sensitive, political and confidential in nature.

Physical Requirements:

1. Consistent with a normal office work environment.

2. Work requires frequent continuous typing/computer keying, telephone use and sitting for extended periods.

Skills & Abilities:

1. Experience in project management.

2. Ability to successfully plan and organize an event.

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

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

5. Ability to multitask, working on multiple studies and protocols.

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