A graduate school founded by the world-renowned Massachusetts General Hospital (MGH), the MGH Institute's mission is to educate health professionals and advance care for a diverse society through leadership in academic and clinical excellence, service and research. Operating as an affiliate of MGH and Partners HealthCare, the MGH Institute offers unparalleled opportunities for students to learn and work alongside expert practitioners in a variety of hospital, clinical, and community settings. The MGH Institute is located in the historic Charlestown Navy Yard, overlooking downtown Boston, in a fully renovated, state-of-the-art facility. Accredited by the New England Association of Schools and Colleges (NEASC), the MGH Institute was recently listed as the 23rd largest graduate school in Greater Boston by the Boston Business Journal.
Assists the Department Chair, Program Manager, Associate Program Manager and Faculty with the Department’s daily operations and annual projects, including assistance with data management, admissions and recruitment processes, accreditation, employee searches, committee functions, laboratory management, and student or faculty events. Assists with communication with students, applicants, professional and external agencies, adjunct faculty, and Institute administration in support of department functions.
Handle inquiries from applicants, students, alumni, as well as requests from organizations
Prepare correspondence memoranda or reports; type grants and correspondence for various faculty
Prepare, record, and distribute agendas and minutes for meetings, and communicate, follow up and take responsibility for implementation of action items
Answer phones and screen calls. Provide information and respond to questions
Act as office liaison handling correspondence and phone calls from faculty, students, and administrators
Greet visitors; ascertain their needs and provide information as required
Answer routine correspondence
Coordinate interoffice and interdepartmental communication. Act as initial contact for applicants, students, staff, faculty, and community partners
Coordinate communication and/or projects with other departments as needed
Establish and maintain databases for reports in both electronic and hard copy
Serve as faculty support for communication with IRB, including submissions and updating appropriate forms
Meet with prospective student candidates to discuss the program
Assist faculty with recruiting and scheduling standardized patients who may be community-based individuals
Specialized recordkeeping and database management
Perform data entry and generate reports, as requested from information in databases
Specified information-gathering projects and tasks
Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display
Maintain filing systems, including confidential files and inventory reports
Coordinate and perform complex and varied administrative tasks requiring independent action and the setting of priorities and procedures
Assist in planning and facilitates meetings, program functions, and/or special events, as appropriate
Assist in general operations, planning and implementation of program logistics and other duties assigned
Request support from IT and facilities as necessary and coordinate follow-up
Coordinate mailings, including preparation of materials, and pick-up and distribute mail
Order and maintain accurate inventory of office materials and supplies
Prepare general documents and templates using MS Word, Excel, and Adobe
Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing
Maintain and develop accreditation documents
Assist Faculty: collecting information, including syllabi, work plans, and research materials. Acting as main contact for office facilities issues. Coordinate textbook orders.
Assist Adjunct Faculty/Term Lecturers: arrange office space, computer equipment, mailboxes, textbook orders and classroom changes
Assist Event Planning: schedule/manage room reservations and catering for special events.
Assist faculty committees: schedule meetings, prepare materials and take minutes
Equipment, inventory, and facilities management
Assist in supervision of graduate assistants
Maintain records on student academic status for use by faculty
Strong technical writing skills; proficient in business English, spelling and punctuation
Strong interpersonal communication skills
Communicate clearly in oral and written formats. Professionally manage confidential information
Successfully multi-task, work well under pressure, manage time, and set priorities
Experience with internet-based communication and web-based software
Candidate must be able to work in a fast-paced environment and have excellent interpersonal, organizational, and analytical skills.
Must be extremely resourceful and able to work independently, with limited supervision, in managing the diverse need of Institute faculty, students, applicants, inquiries, etc.
Must be able to prioritize work to meet deadlines and multi-task; handle and resolve high pressure/stressful situations
Ability to handle highly confidential material and provide a highly professional, courteous and efficient point of contact for persons communicating with the office.
Ability to prioritize and problem solve
Ability to learn new computer applications
Possess the organizational verbal, written, and interpersonal skills necessary to interact effectively with all levels of personnel
1. Two years of business/office training or related comparable work experience.
2. Masters degree preferred.
Assists in the supervision and training of part time graduate assistants for the Department of Physical Therapy. Assigning work as required doing copying, filing and special projects.
Responsible for supply ordering, Lab and Program Equipment for Department of Physical Therapy.
Please apply online at http://www.mghcareers.org to Job ID: 2251006