IHP Program Coordinator (STAFF)

Charlestown, MA
Jun 19, 2017
Institution Type
Four-Year Institution

The Institution:

MGH Institute of Health Professions in Boston is an innovative and interprofessional graduate school with post-baccalaureate, direct entry-level master's and doctorate, and post-professional programs in Nursing, Occupational Therapy, Physical Therapy, Physician Assistant Studies, Speech-Language Pathology, Health Professions Education, and a PhD in Rehabilitation Sciences. The only degree-granting affiliate of Partners HealthCare System, the MGH Institute offers its more than 1,500 students unparalleled opportunities to learn and work alongside expert practitioners in a variety of hospital, clinical, community, and educational settings. The school, which has graduated more than 5,400 students since its 1977 founding by Massachusetts General Hospital, is fully accredited by the New England Association of Schools and Colleges (NEASC). Several programs are highly ranked by U.S. News & World Report and the school has been named for the past six years as a Great College to Work for by The Chronicle of Higher Education.

Major Responsibilities:

Assists the Program Manager in meeting the needs of the Department Chair/Associate Chair, Program Manager, Director of Clinical Education, Director of Reading CAS, Coordinators of External Clinical Education, and the CSD Faculty with the department's daily operations and annual projects, including assistance with data management, financial paperwork, admissions and recruitment processes, reaccreditation, employee searches, committee functions, Speech-Language–Literacy Center (SLLC) management, and student/faculty events. Assist with communication with students, applicants, professional and external agencies, adjunct faculty, and Institute administration in support of department functions.

Principal Duties and Responsibilities:

  • 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.
  • Utilize functions of Outlook to maintain communication.
  • 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, contracts, in both electronic and hard copy.
  • Serve as faculty support for communication with IRB, including submissions and updating appropriate forms.
  • Assist in the management of the Graduate Assistants to perform needed tasks.
Data Management
  • Facilitate the Department's paper-less work environment.
  • Specialized recordkeeping of Academic and Clinical and database management, especially for clinical clock hour 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.
General Management
  • 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 Operations as necessary and coordinate follow-up.
  • Coordinate appointment schedules.
  • 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, Adobe, and PowerPoint.
  • Become proficient with Institute software, especially: D2L, Elucian Colleague, Informer, IOnline, Evalue, Virtual EMS, the internet.
  • Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and electronic filing.
  • Maintain and develop reaccreditation 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, including in the Speech-Language-Literacy Center (SLLC).
  • Assist in supervision of graduate assistants
Supervisory Responsibility:
Assist in the supervision and training of part time graduate assistants for the Department of CSD. Assigning work as required such as doing copying, filing, and special projects.

Fiscal / Budget Responsibility:
Responsible for supply ordering, SLLC and Program Equipment for Department of CSD. Work with the Program Manager to submit check requests and complete other financial tasks as is appropriate.

Working Conditions:

Shared office cubicle

Training / Time Required To Learn Job Responsibilities:
Approximately 12 weeks. Some responsibilities may not be fully learned until later in the academic year as various activities/events take place.


Education & Experience Qualifications:
Bachelor's degree required. Minimum of 1-2 years of office experience strongly preferred. Experience in higher education preferred.

Skills / Abilities / Competencies:

  • Strong technical writing skills; proficient in business English, spelling and punctuation
  • Strong interpersonal communication skills
  • Ability to work cooperatively with diverse populations
  • 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
  • Aptitude with MS Word, Excel, PowerPoint and Outlook, and a willingness to learn new software
  • Work efficiently and collaboratively to develop an effective workplace
  • Enjoy working 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 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.
  • Work in a totally collaborative way with the program manager.

EEO Statement

The MGH Institute of Health Professions is an equal opportunity employer and is committed to enhancing the diversity of its faculty and staff. We welcome nominations and applications from individuals who would bring diversity of experience, thought and practice to the Institute's research, teaching and clinical missions. Applications from protected veterans and individuals with disabilities are strongly encouraged.

Primary Location: MA-Charlestown-MGH IHP
Work Locations: MGH IHP 36 First Avenue Charlestown 02129
Job: Administrative Support
Organization: Massachusetts General Hospital(MGH)
Schedule: Full-time
Standard Hours: 40
Shift: Day Job
Employee Status: Regular
Recruiting Department: IHP CSD
Job Posting: Apr 20, 2017


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