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Program Coordinator, Office of the Provost (IHP Staff)

Job description

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.


The MGH Institute of Health Professions is an innovative, not-for-profit graduate school in the Charlestown Navy Yard that prepares skilled health care specialists for degrees in nursing, occupational therapy, physical therapy, speech-language pathology, and post-professional programs. The Office of the Provost oversees all of the academic programs, the faculty, and the students at the Institute

The Office of the Provost is seeking a Program Coordinator, who will be responsible for general administrative and operations functions including finance, budget, personnel, academic proposals, accreditation reports, grant administration, academic support and policy interpretation in the Office of the Provost, Research Office and PhD in Rehabilitation Science program. This position provides administrative support to the Program/Department Directors and/or his/her designees. The Program Coordinator will become knowledgeable about the Institute, Provost Office, Research and PhD program to effectively communicate and represent the Provost Office and PhD programs and course offerings. The position requires interaction and cooperation with the Executive Assistant to the Provost including providing assistance and coverage as assigned.


Daily Office of the Provost administrative operations:
• Maintains appropriate office systems, word processing, databases, drafting basic correspondence, copying, filing, processing forms and requisitions while ensuring accuracy.
• Establishes, coordinates and monitors database systems for accurate program records of faculty, alumni, and program accomplishments; course syllabi and schedules; student files; special funds and projects; research and recruitment efforts.
• Attend and oversee logistics for occasional day/evening events
• Maintains calendars and schedules appointments for Provost administrative leaders.
• Process and track purchase orders, check requests and business expense reports via online accounts payable systems. Maintain familiarity with PHS Finance policy changes and processes as needed.
• Ability to successfully manage numerous tasks simultaneously
• Perform routine office related administrative duties such as order supplies, greet visitors, handle incoming calls, provide assistance or make referrals to appropriate staff
• Staff and support Provost committees by assisting in the preparation and distribution of materials; scheduling, attending and taking minutes.
• Provide coverage for the Executive Assistant as needed.

Program Support:
• Serve as first point of contact for PhD program inquiries from prospective students by monitoring department and program email and phone; well versed in PhD program curriculum, course offerings and schedules.
• Coordinates student compliance with immunizations and other new student requirements.
• Maintain, track and update student files with their CVs, biosketches, and documentation for graduation audits, while tracking student progress.
• Assemble materials and compile data in preparation required PhD seminars.
• Attend and oversee logistics for occasional evening events.
• Submit book orders to the Institute bookstore.
• Manages term lecturer contracts and monitors payments.
• Monitors database systems for accurate program records of faculty, alumni, and program accomplishments; course syllabi; and student files.
• Monitor spending to stay within program budgets
• Staff and support PhD committees and faculty meetings by assisting in the preparation and distribution of materials; scheduling, attending and taking minutes.


Assist in supervising graduate assistants.


Assist with tracking expenses and budget monitoring.


Work is performed in an office environment under stress during peak periods of activity, deadlines, meetings, high traffic, and frequent interruptions.


This is an entry-level administrative position.


• Bachelor's degree preferred

• 1-3 years working in office environment

• Familiarity with higher education a plus


a) Administrative Skills- Excellent communication and interpersonal skills; customer-oriented; professional phone manner. Ability to effectively handle multiple tasks and frequent interruptions. Good organizational skills, attention to detail, accuracy and high quality presentation standards. Must be able to function as a team player and be willing to take on additional duties as requested.

b) Technical Skills- Facility with personal computers and related software applications including MS Word, Excel, PowerPoint, Outlook and internet based programs such as distance learning programs, and student information systems. Needs to adapt quickly as new programs are implemented.

c) Physical Capabilities – The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to be mobile; use tools or controls; and communicate. Specific viewing abilities required by this job include close viewing and the ability to adjust focus. Some travel is necessary in this position.

EEO Statement

MGH IHP is an equal opportunity employer and is committed to enhancing the diversity of its faculty and staff. We welcome 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 Provost
Job Posting: Mar 27, 2018





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Job No:
Posted: 3/28/2018
Application Due: 5/26/2018
Work Type: