IHP Program Coordinator (STAFF)

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 6,500 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 a Great College to Work For by The Chronicle of Higher Education for the past eight years.

Major Responsibilities:

Assists the Program Chair, Program Manager, program coordinators and Faculty with the program's daily operations and annual projects, including assistance with data management, admissions and recruitment processes, accreditation, committee functions, laboratory management, class scheduling 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.

Principal Duties and Responsibilities:

Data Management (40%)

  • Specialized record keeping 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.
  • Responsible for departmental scheduling that includes: working with Chair or Associate Chair on semester scheduling; changes to semester courses; ADA accommodation room scheduling; out of office calendar; proctor scheduling; standardized patient tracking, scheduling and payment; and general meeting scheduling.
  • Maintain filing systems, including confidential files and inventory reports.
  • Order and maintain accurate inventory of office materials and supplies.
General Management (40%)
  • 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.
  • Prepare general documents and templates using: MS Word, Excel, PowerPoint 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 faculty with 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 equipment and supplies for clinical laboratory classes.
  • Assist in recruitment and supervision of graduate assistants
  • Staff for PT Club – help with financial management and advertising for yearly fundraisers/events.
Communication (20%)

  • Handle inquiries from applicants, students, alumni, as well as requests from organizations
  • Prepare correspondence memoranda or reports; type grants and correspondence for various faculty; pull together and format reports as requested.
  • 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 (give campus tours when scheduled)
  • 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.

Supervisory Responsibility:

Assist in the supervision and training of part-time graduate assistants for the Department of Physical Therapy. Assigning work as required going copying, filing, and special projects.

Fiscal / Budget Responsibility:

Responsible for supply ordering, Lab and Program Equipment for Department of Physical Therapy.

Working Conditions:

Office Cubicle

Training / Time Required To Learn Job Responsibilities:

A full academic year in order to experience the various activities or events that take place throughout the year.


Education & Experience Qualifications:

  • Two years of business/office training or related comparable work experience.
  • Bachelors degree preferred.

Skills / Abilities / Competencies:

  • 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
  • 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, applicants and students.

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 PT
Job Posting: Sep 6, 2017


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