Project Coordinator

Job ID: 6894

Date posted: 8/27/2019

  • Department: Clinical and Translational Science Institute (CTSI)
  • Schedule: Full Time
  • Shift: Days
  • Hours: Monday-Friday 8:30-5:00
  • Location: Tufts Medical Center
Job Details:

Tufts Clinical and Translational Science Institute (CTSI), one of over 50 organizations supported by NIH Clinical and Translational Science Awards (CTSAs), was established in 2008 to transform the scientific research process through education, collaboration, and provision of infrastructure services. Tufts CTSI accelerates translation of laboratory research into clinical use, medical practice, and health policy.

The Project Coordinator for Business Finance, Evaluation, and Research Process Improvement (RPI) provides programmatic and administrative support, including collecting and managing data and information, coordinating project activities, ensuring assignments and milestones are completed on time, preparing reports and presentations, coordinating meetings, collaborating to prepare regulatory submissions, and overseeing event logistics. This position will also provide support as needed for a variety of special projects.

Provides support to the Finance Team for reconciling accounts, reporting effort, processing invoices, and preparing expenditure reimbursements. Additional responsibilities include assisting with pre-award and post-award grant activities, as well as support for non-federal accounts.

Provides support to the Evaluation Program with advanced data cleaning tasks, preparing and tracking Evaluation Team IRB submissions for studies, and acting as project coordinator to support the studies once begun.

Provides support to the RPI Program activities by coordinating the use of continuous improvement methodologies in the development of project plans, workflows, trainings, and tool kits. These include developing project aims and charters, creating cause and effect and driver diagrams, and process maps, designing and implementing improvement strategies, and collecting and reporting metrics.


Collect, organize, and review data and program information for proposals, reports, presentations, and evaluations.

Manage project databases and conduct project tracking, data entry, and verification.

Use technology to ensure project tracking and data accuracy for project products/outcomes.

Manage on-site and virtual events and meetings, including scheduling and logistical arrangements, serving as liaison to presenters/invitees, agenda preparation, materials distribution, minutes, follow-up, media, and audio-visual needs.

Manage calendars and appointments. Answer telephone calls and distribute email inquiries.

Make travel and hotel arrangements and prepare travel expense reports and reimbursement documentation. Manage travel pre-approvals and travel expense reimbursements.

Connect internal and external customers with information and staff contacts.

Maintain up-to-date and complete grant information as it pertains to Tufts CTSI faculty and key personnel including, but not limited to, bio-sketches, publications, other support pages, funding tables, resource/environment information, and mentees/mentors.

Prepare expenditures reports. Identify and correct errors, as needed. Maintain all expense recordkeeping with meticulous detail.

Process payments through central Accounts Payable and similar clearing houses including check requests.

Review and distribute Quarterly Effort Reporting Certifications from multiple institutions.

Assist with the preparation of bio-sketches, other support pages, grant-related data input including mentor and mentee information.

Work on publication issues including compliance with Public Access Policy (PMCID).

Coordinate and contribute to the preparation of regulatory submissions for research studies; ensure regulatory requirements are completed on time.

Coordinate recruitment of evaluation study participants.

Support the preparation of manuscripts, reports, and presentations by managing references; conducting literature searches using online databases; locating and retrieving articles; and formatting text, tables, and figures to required specifications.

Maintain collaborative team relationships with peers and colleagues to contribute effectively to the achievement of goals and to help foster a positive work environment.

Handle sensitive and confidential information.

Perform other similar and related duties as required or directed.


Bachelor’s degree required.

Training and experience in database reporting, data entry and accuracy desirable.

Two or more years of experience in an academic or medical research setting highly desirable. An equivalent combination of education and experience, which provides proficiency in the areas of responsibility listed above, may be substituted for the above education and experience requirements.

Keen attention to detail is essential.

Excellent interpersonal skills to work effectively with researchers, colleagues, administrators, and customers.

Outstanding customer service skills required.

Strong work ethic with the ability to carry out tasks independently, once trained.

Demonstrated knowledge of Microsoft Office Suite (Access, Excel, PowerPoint, Project, Visio and Word), Adobe Acrobat, Internet, WebEx, Videoconferencing, and other computer software is required. Must be facile with Excel and PowerPoint.

Understanding of data management and ability to perform data entry and retrieval, queries, formulas utilizing Excel. Familiarity with Access desirable.

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

Must be able to multitask, working on multiple projects.

Ability to effectively process highly detailed information and present data in reports. Meticulous attention to detail with excellent data management and organizational skills.

Knowledge of routine office and computer equipment for troubleshooting, including fax machines, copiers, and scanners.




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