Communications Specialist (Science Writer & Awards Coordinator), Harvard Ophthalmology

POSITION SUMMARY:

Reporting to the Scientific Communications Manager at Harvard Ophthalmology, the Communications Specialist-Science Writer and Awards Coordinator, oversees the Harvard Ophthalmology nominations processes for internal and external awards, considering more than 60 award opportunities annually. The individual independently manages all aspects of the award process for a large scope of local, national, and international awards recognizing outstanding leadership, academic, clinical, and research accomplishments, including premier awards from organizations (Association for Research in Vision and Ophthalmology-ARVO; American Academy of Ophthalmology-AAO) and foundations/societies (Shaw Prize; Helen Keller Prize), as well as the biannual Research to Prevent Blindness (RPB) Awards. They will initiate the development of quarterly meeting materials, synthesizing and assessing award requirements and eligibility criteria to provide a short-list of suggested faculty candidates. By serving as the liaison between Harvard Ophthalmology and awarding institutions/bodies, they will focus on professional relationship-building, and function as the primary departmental resource for awards, aiding nominees in preparing and submitting their applications. The Communications Specialist-Science Writer and Awards Coordinator authors letters of support on behalf of the Chair, which involves synthesizing information from CVs and research proposals/abstracts. The individual will also provide writing and editing support of scientific content (approximately 25% of their time) for the Ophthalmology Department (communications, development, media relations, etc.).

This position requires superb writing, communication, and project management skills. A substantial degree of autonomy is expected.

ESSENTIAL FUNCTIONS:

Management of Departmental Nominations for Internal and External Awards

• Initiate creation of all pre-read materials (award summaries, eligibility lists, etc.); organize and facilitate quarterly meetings with the Nominations Committee (NomComm)
• Synthesize and assess award requirements and eligibility criteria to provide suggested candidates to committee members
• Facilitate final nominee selections through close collaboration with committee members, Vice Chair of Basic and Translation Research, and Ophthalmology Chair
• Notify nominees of selection and serve as point person for award submissions
• Departmental resource for nominees in preparing their applications, including:
• Serving as department liaison between awarding institutions/bodies and selected candidate
• Obtaining nominating letters and seconding letter drafts from outside faculty, as necessary
• Collecting all required documentation
• Submitting Chair letters and award application materials
• Track submission timeline and manage applications for awards outside of Nominations Committee selection process (Non-NomComm)
• Initiate creation of all pre-read meeting materials (award summaries, eligibility lists, suggested candidates, etc.) and facilitate final nominee selection with Research Leadership
• Notify nominees of selection and serve as point person for award submissions
• Serve as Departmental resource for nominees in preparing their application, as outlined above
• Manage biannual Research to Prevent Blindness (RPB) Awards and facilitate candidate selection meetings with Ophthalmology Research Leadership
• Serve as Harvard Ophthalmology liaison with RPB Director of Grants Administration
• Initiate creation of all selection meeting pre-read materials (award summaries, eligibility lists, suggested candidates, etc.)
• Notify nominees of selection and serve as point person for RPB award submissions
• Departmental go-to resource for nominees in preparing their applications, as outlined above, including:
• Review applications for accuracy and manage review process with Mass Eye and Ear/Harvard Ophthalmology affiliate grant administrators

Chair Correspondence

• Author letters of support on behalf of the Chair, including high-level scientific synopses for:
• Awards (local, national, and international)
• Trainee awards and fellowship applications
• Institutional support for grants
• Manage review of Chair letters with Vice Chairs, Program director(s), and other leadership/faculty, as necessary
• Manage work of freelance letter writers and provide editorial oversight and review of Chair letters written by freelancers, as necessary

Additional Chair Support and Science Writing

• Assists Scientific Communications Manager with writing/editing projects in support of Chair, as assigned
• Assists with maintenance and updates of the Chair's professional online profiles
• Calculates h-index metrics for faculty, as needed
• Contributing author to Mass Eye and Ear's Focus blog and Harvard Ophthalmology's Eye Witness and EyeNews newsletters
• Contributing editor to Mass Eye and Ear Eye Insights external newsletter
• Review and editing of scientific content in Mass General Brigham press releases for the Ophthalmology Department

Other duties and projects important to the department's missions

REQUIREMENTS

• Bachelor's degree in scientific area
• Minimum 4 years' experience
• Proficient working knowledge of MS Office Suite
• Excellent communication skills, with a clear and compelling writing style
• Attention to deadlines and ability to handle competing priorities
• Critical thinking and strong initiative
• Professional demeanor and ability to work with highly confidential information are fundamental

PREFERRED SKILLS

• Master's degree in communications or writing
• Interest or background in healthcare, academic medicine, or science

WORKING CONDITIONS:

Remote

PHYSICAL REQUIREMENTS:

No specific requirements beyond routine office work. No lifting required.

Compliance:

Mandatory In-service

HIPAA

(Health Insurance Portability and Accountability Act)

Age Specific Competencies

IDX

HIPAA Privacy Training and Sanctions

All employees who have access to health information whose confidentiality is protected by the HIPAA Privacy Rule are required by the Rule to receive training so that they have an understanding and knowledge of the Privacy Rule that corresponds to their job responsibilities and of the group health plan's policies and procedures that impact on their job duties.   Training on the requirements of the HIPAA Privacy Rule and the plan's health information policies and procedures under the direction of the institution's privacy officer is a pre-requisite for this position.  Employees who violate the requirements of the HIPAA Privacy Rule will be subject to discipline, up to and including termination.

This description is intended to indicate essential tasks and levels of work difficulty that will be required of positions that will be given this title.   It is not intended to limit or in any way modify the right of supervisors to assign, direct, or control the work of staff members under their supervision.   The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned but that are of similar kind or level of difficulty.