Assistant to the Chief Information & Facilities Officer (IHP STAFF)

Charlestown, MA
Feb 28, 2018
Executive Administration Jobs
C-Level & Executive Directors
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 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.

Primary Responsibility:
The Chief Information & Facilities Officer (CIFO) is the senior administrative official responsible for the operations of the MGH Institute's campus administrative services, facilities, information technology, space planning and project management, public safety, and the business relationships with related external institutions and vendors.

The Assistant to the CIFO working independently, performs a broad range of highly skilled administrative tasks in support of the (CIFO) in a professional manner. Duties and responsibilities are varied and confidential in nature. Experience in the higher education environment and familiarity with college policies and procedures is preferred. The Assistant is responsible for maintaining organization within the Office of the CIFO and coordinating the administrative processes within all departments of responsibility, demonstrating sound judgment and being able to prioritize multiple tasks.

The Assistant to the CIFO coordinates all purchasing and related vendor relationships across the CIFO's areas of responsibility.

Principle Duties and Responsibilities:
Compose or assist in preparation of printed and electronic documents, reports and presentations. Within general guidelines and without regular supervision, produce final documents formatted with correct spelling, punctuation and grammar. Material may be technical and confidential in nature. (30%) Coordinate purchasing and related vendor relationships across the Office of the CIFO and all areas of responsibility (20%) Organize and assume responsibility for appropriate office communications, in person, by delegation, by telephone, fax, email, etc., from all constituencies, including students, faculty and staff. Prepare and complete reports and forms as required. (15%) Manage the CIFO's calendar; prioritize time commitments and assist the CIFO in optimizing the schedule. Exercise considerable judgment and discretion in scheduling appointments and maintaining the daily schedule. Provide support and communication coordination for the CIFO office with other departments within the MGH Institute. (10%) Oversee paper and on-line filing systems for the office, preferably achieving a paperless environment. Collect, compile and analyze information. Maintain and control confidential files and records. (5%) Support the work of the Offices of Information Technology, Facilities and Campus Services in disseminating knowledge, through various media, of the work of these departments including keeping the community informed of ongoing activities and special initiatives. (5%) Coordinate arrangements for committee meetings and conference calls. Prepare agenda and support material for committees and meetings. May be asked to attend meetings and write minutes. (5%) Serves as external relations coordinator for CIFO's and other delegated guests. Supports special events sponsored by the CIFO. Organize and coordinate special projects. (5%) Other Responsibilities: (5%) In CIFO's absence, ensure that requests for action or information are relayed to the appropriate staff member(s); as needed interpret requests and help implement action; make sure that information is furnished in timely manner; decide if a matter is of an important or urgent nature requiring notification. Assist in coverage of various IT & Facilities operational areas in a backup capacity. Participate on committees and project teams, as required. Perform other essential duties and tasks specific to the position or as assigned. Supervising Responsibility:

Supervise work load of Graduate/Teaching/Research Assistants


Education and Experience Qualifications

Bachelor's degree preferred. 3-5 years of directly related administrative experience strongly preferred. Experience in higher education preferred.

Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.

Quality Assurance: Skills to work efficiently and effectively and strives to do so in all aspects of position. Rigorous, meticulous, and dedicated.

Leadership: Ability to identify problems and initiates plans to address; Demonstrates forthrightness and integrity. Highly structured working style.

Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.

Critical Thinking/Decision Making: Ability to organize and categorize data; Active in proposing solutions.

Interpersonal/Communication: Excellent interpersonal and communications skills and a good command of the English language. Strong listening ability; Experience in writing, editing, and summarizing; Ability to interface with staff, faculty, students and associated individuals at all organizational levels.

Information Systems/Technology Skills: Advanced computer skills (including operating systems, word processing, database, electronic mail, Internet, and spreadsheets).

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 IS & OPS
Job Posting: Feb 6, 2018


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