IHP Department Coordinator & Assistant to the Dean (STAFF)

Charlestown, MA
Jul 11, 2017
Executive Administration Jobs
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 1,400 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.

Summary of Major Responsibilities
The OSAS (Office of Student and Alumni Services) Department Coordinator and Assistant to the Dean is responsible for providing primary support to the Office of Student and Alumni Services and the Dean of Student and Alumni Services. S/he handles general administrative and office management logistics within OSAS, including operational functions. This position manages OSAS reception area and assists with the hiring and scheduling of OSAS Graduate Assistants (part-time student staff who assist with OSAS operations). S/he works closely with the Dean to manage schedules, prepare meeting materials, and monitor budgets and accounts payable. This position also coordinates and participates in special projects as needed to support student services and alumni engagement.

Principal Duties and Responsibilities

§ Provides administrative support to the Dean including schedule and meeting management, correspondence, Kronos timekeeping, accounts payable, and other functions. Works with Dean to develop, file, and distribute meeting agendas, notes, and minutes (30%)
§ Coordinates information related to OSAS budgets; compiles monthly reconciliation reports with the Dean. Troubleshoots, as needed, to resolve variances and questions within the department and in collaboration with Finance staff. Assists in preparing annual budget submissions. Responds to requests about the status of budgetary issues (15%)
§ Collaborate with OSAS colleagues to ensure caring, punctual delivery of personalized service to students, including confidential communications with students, faculty, and others (as directed) via email, telephone, and in person contact regarding Disability Services, International Student/Alumni Advising, referrals to EAP (counseling service for students), Career Services, and other OSAS offerings (15%)
§ Organizes and monitors appropriate distribution of information about off-campus housing, transportation (including secure distribution of MBTA monthly passes), and other non-academic supports for IHP students (10%)
§ Provides general administrative support for the department such as staffing the front-desk reception area, sorting mail; ordering and maintaining office supplies and equipment; processing accounts payable (invoices, expense accounts, student reimbursements, and check requests). Monitors resource utilization with a focus on cost containment (10%)
§ Assists in the hiring, scheduling, and support of Graduate Assistants, working in coordination with the Dean and OSAS colleagues to identify and track the progress of appropriate work assignments and projects (10%)
§ Provides hands-on, collegial support for events sponsored by OSAS and the Institute (on and off campus) with demonstrated enthusiasm and a high degree of professionalism and attention to detail, examples of such events include but are not limited to new student orientations, workshops, community-building socials, commencement, alumni receptions, and reunions (This may include processing event registrations, generating attendee lists, name tags, coordinating logistics with OSAS staff, IHP Operations staff, vendors, and students in advance of and during events.) (5%)
§ Performs other tasks and duties related to the work of OSAS as needed (5%)

Supervisory Responsibility

No direct supervision of other employees; may supervise activities of temporary workers or graduate assistants (student employees) during or related to specific projects within OSAS.

Fiscal/Budget Responsibility

Assists in the timely processing of purchasing (including monthly IHP credit card account reconciliation), various check requests and reimbursements as needed.

Working Conditions

Fast-paced office environment. Work is occasionally performed under stress during peak periods of activity; there are many important deadlines, meetings, and requests to meet despite frequent interruptions. Emphasis is needed on friendly reception and customer service for students, alumni, and others who contact OSAS in person, by telephone, and via email.


Bachelor's degree preferred
Minimum of 2-3 years related work experience strongly preferred
Prior experience in a university/college or professional office setting required

Skills/Abilities/Competencies Required

Strong organizational skills and ability to juggle multiple priorities in a fast-paced environment
Excellent attention to detail and follow-through skills
Enthusiastic commitment to high-quality work and customer service for students as well as colleagues and visitors
Ability and desire to work as part of a collaborative and transparent team, taking initiative and effectively working independently as needed
Willingness to comply with and promote IHP confidentiality requirements as well as HIPAA, FERPA and other laws that protect student rights and responsibilities (training to be provided)
Proficiency in MS Word, Excel, Outlook required; proficiency in PowerPoint and experience with database software preferred

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 OSAS
Job Posting: Jul 10, 2017


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