New

Administrative Staffing and International Affairs Coordinator RESEARCH NEUROLOGY

Brigham and Women's Hospital
paid time off
United States, Massachusetts, Boston
60 Fenwood Road (Show on map)
Feb 17, 2026
Summary: Specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, Answer and transfer phone calls, prepare spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate-level support role. Essential Functions: - Prepare reports, meeting minutes and correspondence. - Create and edit documents, spreadsheets and presentations. - Manage schedules, arrange appointments and itineraries. - Coordinate meetings, travel, conference calls, and complete expense reports. - Answer and transfer phone calls. - May perform transcription and proofread and edit literature, prepare applications for department. - Remain knowledgeable of business unit policies. - May make contacts of a sensitive, complex, and confidential nature. - Completes routine tasks under moderate supervision. Required for All Jobs: - Performs other duties as assigned - Complies with all policies and standards - Does this position require Patient Care (indirect/direct)? No Education: - High School Diploma or Equivalent Required or - Trade/Technical/Vocational Diploma Related Field of Study Preferred - Bachelor's Degree Related Field of Study Strongly Preferred Experience: - Administrative Assistant or Secretarial Experience 2-3 years required - Increasing level of responsibility and independence in a culturally diverse setting preferred Knowledge, Skills & Abilities: - Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing. - Proficiency in MS Office. - Ability to proofread and edit written documents. - Ability to use phone system. - Managing one's own time and the time of others. - Strong verbal & written communication skills. - Strong interpersonal, written and oral skills. - Ability to use standard office equipment. - Familiarity with medical terminology. Knowledge, Skills & Abilities Preferred: - Knowledge of visa guidelines and applications. - Knowledge of onboarding staff. - Discretion, sensitivity, judgement and confidentiality. - Must possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization. - Ability to successfully negotiate and collaborate with others of different skill sets, backgrounds and levels internal and external to the organization. - Strong organizational skills and attention to detail. - Ability to prioritize effectively, multitask, problem solve and work within established protocols and systems. - Strong knowledge of the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook. - Seeking a team member that works well in a group but also with autonomy. The Brigham and Women's Hospital, Department of Neurology (DoN) is a Harvard Medical School Affiliated Academic Department comprised of 16 Divisions. The Neurology Research portfolio includes 205 Faculty, 125 Research Fellows, 200 Support Staff, 140 Extended Workers, 125 visa holders. Working in collaboration with the Director of Neurology Research Faculty, Fellow and Staffing Affairs (NRSA) and the NRSA Team Lead, within the Neurology Research Administration Central Office, the NRSA Staffing Coordinator will function in a fully remote environment as an integral member of the Neurology Research Staffing Affairs (NRSA) Office as well as the DoN research community at large. The NRSA Coordinator will hold shared responsibility with a colleague to process requirements associated with: onboarding, offboarding, orientations, and reappointment for incoming, existing and departing staff members at all levels. Additionally, the NRSA Coordinator will hold shared responsibility with a colleague to process J-1 & H-1B visa applications for both international employees and Extended Workers. A successful candidate will have a mature, positive, and helpful nature, will bring enthusiasm, pointed attention to detail, customer service and commitment to administrative work and will be able to work in a remote team that encompasses a dynamic and fast-paced environment. Key Roles & Responsibilities Preferred: Maintains a close working relationship with DoN recruiting supervisors, DoN Research Finance, DoN research administrative support for Labs/Divisions, incoming applicants, NRSA Director & NRSA Team Lead, as well as several Central Offices to on/offboard staff members. A. EMPLOYMENT Faculty, Fellow and Research Scientists: Serves as the departmental point of contact for the BWH HRProStaff Central Office. In this capacity, Coordinator serves as a mentor and gatekeeper collecting and processing DoN and BWH onboarding requirements (employment intake forms \| salary offer letter templates & approvals \| lab documentation \| External Salary Source Documentation, CVs, etc.) in a timely fashion for successful onboarding. Support Staff: Serves as the departmental point of contact for the BWH Talent Acquisition Central Office. In this capacity, Coordinator serves as a mentor and gatekeeper of collecting and processing DoN and HR Recruiting/Talent Acquisition onboarding requirements (job descriptions \| Workdaypostings \| references \| salary offer processes \| position requisition control, etc.) in a timely fashion to secure candidates. B. EXTENDED WORKFORCE Serves as the departmental point of contact for the BWH Extended Workforce Central Office (EW). In this capacity, Coordinator serves as a mentor and gatekeeper of collecting and processing DoN and EW onboarding requirements for initial & renewal status for research roles: Observers, Research Students, Sponsored Employees, Collaborators, and Contractors. Processes monthly stipends for EW Research Students. C. IMMIGRATION/VISA SPONSORSHIP Serves as the departmental point of contact for the Office for Global Professionals and Scholars (GPS) and the Harvard International Office (HIO) Central Offices. In this capacity, Coordinator serves as a mentor and gatekeeper of collecting and processing DoN and GPS/HIO visa application requirements for review and immigration processing. Coordinator serves as a mentor to managers and foreign nationals on the varying visa requirements, guidelines, and restrictions, and guides staff through immigration-related questions and issues, referring them to GPS/HIO as appropriate. Predominantly processing J-1, J-1 Student Intern and H-1B applications. Scope includes initial, renewal, amendment, transfer, departure, and travel applications. D. ORIENTATION The Coordinator ensures that applicants are onboarded in employment and extended workforce status as scheduled and communicates to stakeholders when a variance is required. The Coordinator is charged with providing a brief NRSA DoN orientation, for all staff, post BWH orientation for employment & extended workforce. E. TIMEKEEPING Serves as the DoN NRSA Timekeeper for 50% of the non-exempt staff and assists with coverage in the absence of the exempt timekeeper and/or non-exempt colleague. Reviews weekly reporting activity for employees in queue and collects overtime & paid time off approvals from supervisors. Mentors employees on UKG timekeeping processes and refers them to AskMyHR when necessary. F. EXIT PROCESSES The Coordinator collects and processes all requirements associated with Terminations (employment \| extended workers \| visa holders) and communicates departure to all stakeholders. G. EDUCATION & COMMUNITY INVOLVEMENT As a valued member of process & flow, the Coordinator is required to attend training sessions and standing meetings offered by the Central Offices (HRProStaff/Talent Acquisition/EW/GPS & HIO) as well as institutional opportunities (UKG/Workday/MGB Integration, etc.) to maintain a current understanding of fluid requirements. The Coordinator is an active and contributing participant on the Neurology Support Staff Team and may be asked to join designated DoN workgroups. H. ADMINISTRATION Responsible for maintaining accurate onboarding & offboarding NRSA databases, tracking systems, and shared drives as it relates to requirements collected and submitted to the Central Offices for incoming/departing staff. Serves as an integral and contributing member of the NRSA team working with the NRSA Director and NRSA Team Lead in adopting best practices. Other duties as assigned by the NRSA Director & NRSA Team Lead. The Brigham and Women's Hospital, Inc. is an Equal Opportunity 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.