Executive Assistant to the Dean (IHP Staff)
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.
Primary responsibility: Manages daily operations of the Office of the Dean of the School of Nursing, with a specific focus on supporting the work of the Dean within the school and in external affairs, assist with goals in the strategic plan and personnel and student related matters, provide budget and financial oversight, and internal and external communications. Reviews and analyzes operational needs to enhance efficiency and effectiveness of administrative support activities. Completes special projects as assigned by the Dean.
1) Provide customer service and be the contact for the Office of the Dean during business hours
2) Manage the Dean's Calendar and schedule meetings/events. Respond to meeting requests and calendar invites
a. Schedule monthly or bi-monthly meetings with the following and provide support as required:
v) Joint Deans – SHRS and SON
vi) Associate Dean
vii) Assistant Dean
viii) Program Directors (3)
ix) School of Nursing Staff
x) Communications Director
xi) Alumni affairs staff
xii) Development Director
b. Schedule SON Faculty meetings, plan the agenda, take minutes and post and archive documents, monitor attendance
c. Schedule weekly SON Executive Council meetings, prepare agendas, and take minutes, weekly meetings with administrative staff with Dean
d. Schedule external meetings with the MGH Liaison and clinical partners – nursing executives and prepare agenda and materials as requested
e. Schedule and support MGH Nursing Alumni Association meetings and archive documents,
f. Schedule and manage attendance at meetings for the discovery and global faculty groups
g. Plan and organize hosting of visiting scholars, student exchanges, speakers, and visitors to the School.
h. Assist in the development of SON master calendar
i. Schedule dean's evaluation conferences with faculty and staff and prepare materials as needed
j. Schedule and support dean's meetings with classes, class representatives and diverse groups of students as requested
k. Prepare meeting agendas and prepare support materials for additional meetings as assigned
3) Provide administrative support of the work of the Dean
a. Responds and troubleshoots complaints or problems from faculty, associate/assistant deans, or administration regarding academic or support needs within the School of Nursing.
b. Register dean for conferences and meetings, make travel arrangements and process receipts for reimbursements
c. Prepares correspondences for the Dean's signature, respond to email messages as directed
d. Support the service activities of dean for MACN, AACN, NLN, the Academy of Nursing and other organizations as needed.
e. Assist with writing SON annual report and submit to Provost's office. Assist with other reports as requested.
f. Assist with preparation of handouts, manuscripts and presentations. Prepare drafts of text, PowerPoint slides, presentations and speeches for the dean at major events– MGH NAA homecoming, BOT, and other events
4) Provide administrative support of external affairs as delegated by the Dean
a. Assists with preparation of annual budget, monitors the administrative and programs operations budgets, and provides input for monthly variance reports
b. Support the work of the advisory board and support the board chair
c. Coordinate development activities and alumni affairs with IHP staff; maintain tracking document and coordinate with IHP staff as needed
d. Coordinates invitations to students/faculty to attend outside nursing entity events.
e. Coordinate activities with partners and external organizations
f. Plans external community and agency outreach activities under the direction of the Dean
g. Maintain MOUs and other contractual agreements for the School of Nursing
5) Provide administrative support of School of Nursing
a. Track leave time for coordination of administrative coverage
b. Assist with planning of school-wide events as needed
c. Coordinate applications for faculty promotions and schedule external reviewers in consultation with the dean
d. Monitor compliance with IHP policies for data storage; provide guidance to staff
e. Assist with planning and organization of hospitality for program-wide events throughout the academic year
f. Serves as a resource regarding both School of Nursing and the Institute prospective and current students
g. Provides assistance with/arranges set up of webinars and conference call meetings
6) Budget and Fiscal Management
a. Pay annual memberships dues for professional organizations and associations in coordination with Office of President
b. Manage budgets for recipients of special projects and archive grant proposals. Monitor and approve disbursements from sundry accounts as directed.
c. Manages accounts payable for nonstandard purchasing and extra service pay in absence of operations manager
d. Assist with budget preparation (provide budget expenditures as divided across programs, preparation of cost centers' revenue and expenses) and complete monthly variance reports. Provide monthly balances to dean, budget summaries for faculty – staff meetings, budget forms and oversight of expenses, financial reports as needed
e. Overall responsibility for monitoring School of Nursing budget and variance reports, including assisting the Dean in planning and evaluating annual budget process and personnel and other resource requirements.
f. Serve as contact between school and office of finance
Other duties as assigned
Baccalaureate degree and 3-5 years' administrative experience
a) Administrative Skills-
Strong organizational and communication skills
Strong writing skills, including spelling, proofreading, and write effectively for multiple audiences
Attention to detail
Ability to interact effectively with administrative, faculty, and student constituents
Ability to juggle multiple simultaneous projects, set priorities, and delegate tasks appropriately
Proactive in developing/updating systems as needed to meet School's needs
Ability to manage multiple demands and respond to complaints from assorted constituencies
Serve as effective professional role model for staff within the School
Proactive in developing/updating systems as needed to meet administrator's needs
b) Technical Skills
Facility with personal computers, MS Office, and internet-based programs, such as PeopleSoft, student information systems, and learning management systems
Ability and willingness to learn and implement new technology
Familiar with standard office equipment; fax, copiers, multi-task telephone system
c) Physical Capabilities
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
Organization: Massachusetts General Hospital(MGH)
Standard Hours: 40
Shift: Day Job
Employee Status: Regular
Recruiting Department: IHP SON
Job Posting: Oct 2, 2018