Senior Project Coordinator, BetterBirth

Ariadne Labs is a joint center for health systems innovation at Brigham and Women’s Hospital and the Harvard T.H. Chan School of Public Health. Our goal is to drive scalable solutions for better care at critical moments in people’s lives everywhere. Better care means better health outcomes, lower costs, and more actual caring. Critical means solving health systems failures that have major impact, typically touching people by the millions. Ariadne Labs currently has research programs in the areas of childbirth, surgery, palliative care, and primary health care.

BetterBirth Program Overview

The BetterBirth Program is focused on ensuring better health and wellbeing for women, newborns, and infants by improving quality and standards of care, minimizing complications, and ending preventable deaths. By generating evidence and working with impacted communities to co-design effective and actionable tools, information, and resources, we aim to equip providers with the support they need to provide safe, compassionate care. We do this through the effective implementation of scalable, evidence-based solutions that work in the real world, both at the frontline of care and in communities. 

The BetterBirth Program began with the goal of evaluating the World Health Organization’s (WHO) Safe Childbirth Checklist and identifying opportunities and strategies to support its successful implementation. Since that time, our work has grown to address the complexities across the ecosystem of maternal, newborn, and infant health. The portfolio is managed by the BetterBirth Leadership Team (a dyad made up of a science expert and a management expert). This dyad approach is replicated within each project within the portfolio; each project dyad reports into the BetterBirth Leadership Team.

One area of the BetterBirth portfolio focuses on building the evidence base for solutions to help vulnerable infants survive and thrive. The Program is currently documenting infant feeding practices across three Low and Middle Income Countries (LMICs) in order to inform an understanding of what additional evidence is required to guide global recommendations around feeding for vulnerable infants. A next stage research project to test potential solutions for vulnerable infants is planned and will form part of this position’s work portfolio. As with all of the BetterBirth Program’s research and solutions development work, the infant feeding work includes a broad range of stakeholders and experts collaborating with Ariadne Labs to successfully carry out and complete the work.

The BetterBirth Senior Project Coordinator will be a member of the Ariadne Labs’ BetterBirth Program team. The BetterBirth Senior Project Coordinator will be supervised by the Senior Project Manager for the vulnerable infant feeding work but will work closely with team members across the infant feeding portfolio to perform and coordinate a range of program support activities and tasks as general support to the project portfolio and team. The growing team currently includes a scientific director, an associate director of program management, a sr. project manager, a scientific lead and research specialists. The Senior Project Coordinator will support the core team and collaborate with colleagues across the Lab and externally. 

Job-Specific Responsibilities (Duties and Responsibilities): 

  • Perform administrative duties under minimal supervision at a high proficiency level (hiring manager may ask for a writing sample and/or administer a skills test during the interview process)
  • In coordination with the teams’ Project Manager(s), draft project work plans, timelines, and reports to funders; Track project deliverables, identify roadblocks, and escalate issues as they arise
  • Manage and oversee compliance with project institutional review boards, including maintaining and updating the protocols and study tools, tracking document changes, and reporting to reviewboards on modifications and annual reviews.
  • Develop and implement complex administrative systems and procedures
  • Schedule, coordinate, and execute internal meetings, webinars, conference calls, and virtual meetings with project teams
  • Support program team (including on-site support) for meetings (internal and external meetings and in-person and virtual), presentations, and special events, managing correspondences, preparing agendas, preparing visual aids or materials, and taking minutes; Partner with the Events & Development Coordinator to plan internal and external events
  • Plan and manage all logistical aspects of program-related meetings including coordinating with hotels, venues, catering, creating itineraries, and booking travel for participants (domestic and international), and room set-up
  • Maintain effective and collaborative working relationships with internal and external constituents
  • Represent Ariadne Labs professionally with staff, guests, donors, callers, and external visitors; greet guests, candidates, and donors
  • Process and track financial tasks including processing expenses and reimbursements, travel booking, and memberships for business-related activities; May have explicit responsibility for certain costs within a budget, including travel.
  • Understand and communicate the impact of project decisions on budget, resources, and stakeholders
  • Create, format, and maintain slides, documents, tracking systems, and other materials developed by the program team 
  • Oversee and coordinate team members’ complex schedule and provide general administrative support
  • Maintain contact information for network of external collaborators, partners, and project stakeholders
  • Manage a system of record for all documentation, materials, resources, and correspondences to assure compliance
  • Support the team with the logistics, documentation, and organization of applying for grants
  • Maintain filing systems, including version control and organization of program knowledge management system
  • Support team in manuscript development and submission process (maintain filing system, prepare and/or format documents, coordinate manuscript feedback, coordinate submission)
  • Coach others in procedures, policies, and general best practices
  • May support projects on monitoring data quality, running study progress reports for funders, and drafting messages and graphics for project deliverables. 
  • May oversee or coordinate the work/activities of others (interns, part-time students, or temporary employees) who are not direct reports on administrative tasks such as scheduling
  • Conduct targeted literature searches as needed
  • Perform other related duties and responsibilities as required; provide cross coverage as needed

Technical Skills/Hard Skill Requirements (i.e. – experience with MS Excel, particular lab techniques, particular software, etc.)

  • Written and verbal communication skills (Ariadne Labs may ask for a writing sample and/or administer a skills test)
  • Project coordination/management skills
  • Microsoft Office Suite
  • Ability to set-up video and audio conference calls and virtual meetings
  • Proficiency with personal computers, spreadsheet, graphic, and database programs

To apply or for more information please visit Harvard Careers and search Requisition # 59609BR