Department Coordinator and Assistant to the Dean (IHP Staff)

Boston, MA
Apr 13, 2019
Institution Type
Four-Year Institution
DescriptionJob Summary: The Office of Student and AlumniServices (OSAS) Department Coordinator and Assistant to the Dean (“Coordinator”)is responsible for providing primary support to the Office of Student andAlumni Services and the Dean of Student and Alumni Services. The Coordinatorhandles general administrative and office management logistics for OSAS. Thisposition staffs and manages the OSAS/Building 39 reception area   and supervisesa group of OSAS Graduate Assistants (approximately 6-8 part-time student employees). 

This position coordinates andparticipates in special projects as needed to support an exciting and growingvariety of student and alumni services. The Coordinator works collegially andcollaboratively with all OSAS professional staff (approximately sevencolleagues), providing administrative and logistical support when needed (bothdirectly and through the GAs).

The Coordinator works closely withthe Dean to manage schedules, meeting materials, and confidential files. TheCoordinator has significant responsibility for the OSAS departmental financialsand is the departmental lead for monitoring budget reports and managingaccounts payable.

  Duties and Responsibilities:

Department Coordinator Functions(20%):

  • Provide general administrative support for thedepartment such as sorting mail and maintaining office supplies and equipment.Monitor resource utilization with a focus on cost containment and reduction.
  • Serve as primary timekeeper for department timeand attendance records (which support payroll accuracy) in Kronos and relatedsystems. (training to be provided)
  • Provide Provides collegial support for events ledby OSAS and/or the IHP (on and off-campus) with demonstrated enthusiasm and ahigh degree of professionalism and attention to detail (including but notlimited to New Student Orientation programs, educational workshops, pop-ups,tabling, Commence­ment, alumni receptions, etc., as needed). Required tasks mayinclude brainstorming event details, advance planning of logistical needs, processingevent registrations, generating attendee lists, creating name tags, ordering andcoordinating catering,  supplies, andservices with OSAS staff, IHP Campus Services staff, academic leaders, outside vendors,and student-leaders.
Assistant to the Dean Functions(30%):

  • Provide administrative support to the Deanincluding schedule and meeting management, and other administrative functions.
  • Work with Dean on scheduling staff meetings,retreats, committee meetings, and similar events – this includes preparing anddistributing requisite agendas and notes/minutes.
  • Provide a high level of service-orientedcommunication with students, alumni, and others who request meetings with theDean (and vice versa).
  • Maintain a secure system for storingconfidential files (electronically and in hard copy).
  • Assist the Dean in developing and maintaining agrowing set of policies and procedures related to OSAS and best practices instudent and alumni services.
  • Occasionally represent the Dean and the OSASdepartment in meetings as requested.
Student and Alumni CenterResponsibilities (25%): 

  • Maintain a student- and alumni- friendlyatmosphere throughout Building 39 by providing a welcoming professionalpresence at the front desk. Greet members of the IHP community as they enterBuilding 39, providing assistance as needed. Periodically assess theenvironment of Building 39 student spaces; coordinate changes as needed bycommunicating with Campus Services and others. (10%)
  • Hire, train, schedule, and supervise Graduate Assistantstaff (approximately 6 to 8 student employees) to provide optimal studentservice and logistical support for OSAS events. Track progress of GA workassignments and projects, adjust according to departmental needs. (10%)
  • Perform other related duties incidental to thework of OSAS, including but not limited to participation in special projectsand committees for OSAS and the IHP as needed. (5%)
Financial Responsibilities (25%):

  • Assist the Dean in monitoring OSAS budgets andfinancial reports – to include proactively compiling, analyzing, and reviewingmonthly and annual reconciliation reports.
  • Problem solving, as needed, for budgetaryvariances/discrepancies.
  • Assist the Dean in preparing annual budgetsubmissions; cooperate with Finance staff instructions to ensure appropriatefollow up and compliance (training to be provided).
  • Advise OSAS staff colleagues on budgetaryissues, as needed.
  • Process purchase orders and payments fordepartmental needs, ensuring prompt, accurate processing of check requests,accounts payable, reimbursements, and related items.
  • Manage travel card and related expenses for selfand Dean.
Supervisory Responsibility:

Direct supervision of approximately six to eight Graduate Assistants(student employees) who each work approximately five to ten hours per week.Occasional indirect supervision of temporary employee(s) and others during and relatedto specific projects within OSAS.

  Fiscal/Budget Responsibility:

 Assists in the timely processing of purchasing (including monthly IHPcredit card account reconciliation), various check requests, and reimbursementsas needed.

  Working Conditions:

 Fast-paced office environment. Work is occasionally performed understress during peak periods of activity; there are manyimportant deadlines, meetings, and requests to meet despite frequentinterruptions. Emphasis is needed on friendly reception and customer servicefor students, alumni, and others who contact OSAS in person, by telephone, andvia email.

  • Bachelor’s degree preferred
  • Minimum of 1-3 years related work experience strongly preferred
  • Prior experience in a university/college or professional office setting required
Skills, Abilities, Competencies Required:
  • Strong organizational skills and ability to juggle multiple priorities in a fast-paced environment
  • Excellent attention to detail and follow through skills
  • Enthusiastic commitment to high-quality work and customer service for students as well as colleagues and visitors
  • Ability and desire to work as part of a collaborative and transparent team, taking initiative and effectively working independently as needed
  • Willingness to comply with and promote IHP confidentiality requirements as well as HIPAA, FERPA, and other laws that protect student rights and responsibilities (training to be provided)
  • Proficiency in MS Word, Excel, Outlook required; proficiency in PowerPoint and experience with database software preferred

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 12, 2019

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