DescriptionPosition Overview:

This position is a highlyvisible role that reports to the two Program Directors and supports all levelsof the Graduate Programs from Program Director to students. The role entailsoverseeing the day-to-day front-line program operations, student outreach andsupport, budget tracking, event planning, and requires a strong attention todetail in order to collect data and update and produce various reports.

Primary Responsibility: Provide administrative support to the Graduateprograms in School of Nursing at the MG H Institute of Health Professionsincluding the Master of Science Nursing (MS)/ Direct Entry Program (DEN),Certificates of Advanced Study, and Doctorate of Nursing Practice (DNP)programs.

Day to Day

•           Maintain day to day management ofGraduate Programs i n the School of Nursing

•           Administrative support for theProgram Directors

•           Assist with problem-solving ofstudent issues as they arise

•           MonitorGraduate program email account and responds to inquiries from prospective students

•           Monitorbudget allotted to Graduate Programs. Prepare check requests and recordprogram-related expenses and other supplies/books

•           Support Graduate Program faculty withprojects as necessary

•           Communicate with faculty, staff andstudents about program-specific updates

•           Attend monthly enrollment andmarketing meetings and provide data as needed.

•           Serve as program liaison to all otherprograms, departments, and external contacts

Data Collection

•           Provideprogram data to prepare for various reports related to accreditation andnursing profession surveys such as the NLN report and HP reporting andmarketing/PR

•           Assistwith data collection regarding competing programs in the United Statesincluding curricula, costs, etc.

•           Monitor pre-requisite status forincoming students.

•           Preparepre-matriculation files for incoming Master's and DNP students, which includesstudent documentation of Resume Release, Confidentiality & POI,Participation in learning activities, photo ID forms and receipt of Nursing ProgramsPolicy Manual.

•           Maintain Advance Practice DEN,Master's, and DNP student files.

•           Run/Distribute reports for School of Nursing team, leadership, and faculty. Respondto data requests and research atypical data pulled out of databases.

•           Provideexpertise on Datatel/Colleague functionality and capabilities to School ofNursing.

•           Coordinate and Manage DEN and DNPadvisor/advisee information in Datatel system

•           Providetechnical support for School of Nursing, by troubleshooting all aspects of thecomputer and printing systems, as well as formatting and creating documents.

•           Preparedocumentation required for completion of Massachusetts and out of statelicensure requests and NCLEX application, certification requests and submits toDean for review and signature

•           Processes Nurse PractitionerCertification applications and renewal

•           Assists with DEN, Master's, and DNPapplication process

•           Organizesand coordinates degree-eligibility documentation to Office of EnrollmentServices in preparation for graduation

•           Format and maintain documents asnecessary for the School of Nursing

Scheduling/ Event Management

•           Independentlycoordinate all aspects of various ceremonies and events: including planning,working with vendors, invitations, programs, and budget

•           Prepare agenda for meetings, recordmeeting minutes prepare for distribution

•           Coordinate Admissions applicationreview process

•           Coordinate scheduling semestercourses and classrooms

•           Assist in recognition process forstudent award recipients

•           Scheduleand support uniprofessional and interprofessional education learning activitiesfor advanced practice courses in IPC and other sites.

•           Coordinate student meetings withNursing Administration with other staff members

Communications

•           Communicatewith faculty, staff, and students about Graduate Program updates andinformation

•           Communicate with student cohorts re:licensure and other routine, timely information

•           Craft routine letters using template,e.g. CNA letters

Committee Support

•           Provide staff support to thecommittees as assigned

•           Providestaff support for Sigma Theta Tau International Honor Society of NursingUpsilon Lambda Chapter

Shares Responsibilities

•          Provide administrative support toDean, Associate and Assistant Deans, and faculty,

including production of manuals, manuscripts, communication to facultyand students and presentation materials

•          Maintainpositive public relations through the provision of expert assistance. Serves asa resource regarding program details and the Institute for prospective andcurrent students and faculty

•         Coordinate,organize, and assist in the implementation of School-wide events throughout theacademic year, including hosting visiting faculty, faculty retreats, luncheonfor new

faculty, faculty orientation, alumni events, open houses, and otherevents deemed necessary by the School of Nursing administration

•          Providecoverage for the Accelerated Bachelor of Science in Nursing (ASSN) program inthe absence of their program support staff

•          Perform other related dutiesincidental to the work described here 

Qualifications

Bachelor's degree preferred

1-3 years working in office environment

Familiarity with highereducation preferred

Skills/Abilities/Competencies

a)Administrative Skills

Strongorganizational skills

Attention to detail

Ability to interacteffectively with administrative, faculty, and student constituents

Ability to managemultiple simultaneous projects, set priorities, and delegate tasks when necessary

Ability to managemultiple demands and respond professionally to complaints from assorted constituencies

Proactive indeveloping/ updating systems as needed to meet administrator’s needs

 

b) Technical Skills

Computer proficient,MS Office experience required

Strong spelling andproofreading skills

Familiar with standoffice equipment; fax, copiers, multi-task telephone systems

Display an abilityand aptitude to work with and quickly learn different systems

Strong demonstratedability in use of internal system (i.e. Datatel) and other MS Office technicaltools such as Excel, PowerPoint, and Access

Effectively utilizestechnology to analyze data and create reports as needed. Ability to communicatebasic technical concepts to promote end user's understanding

c) PhysicalCapabilities

The physical demandsdescribed here are representative of those that must be met by an employee tosuccessfully perform the essential functions of this job. Reasonableaccommodations may be made to enable individuals with disabilities to performhe essential functions. While performing the duties of this job the employee isregularly required to be mobile; use hands to finger, handle or feel objects,tools or controls; and communicate orally. Specific vision abilities requiredby job include close vision and the ability to adjust focus. Some travel isnecessary in this position.

Primary Location: MA-Charlestown-MGH IHP
Work Locations:
MGH IHP (MGHCharlestownIHP)
36 First Avenue
Charlestown, 02129


Job: Administrative Support
Organization: Massachusetts General Hospital(MGH)
Schedule: Full-time
Shift: Day Job
Employee Status: Regular
Job Posting: Apr 4, 2019