Program Coordinator (IHP STAFF)

DescriptionMGH Institute of Health Professions (IHP) is an innovative graduate school with entry-level and post-professional programs in genetic counseling, nursing, occupational therapy, physical therapy, physician assistant studies, communication sciences and disorders, health professions education, and a PhD in Rehabilitation Sciences. The IHP’s School of Health and Rehabilitation Sciences (SHRS; is seeking a Program Coordinator for the PhD in Rehabilitation Sciences Program. The Program Coordinator will be responsible for general program administrative and operations functions including finance, budget, personnel, academic proposals, accreditation reports, grant administration, academic support and policy interpretation. This position provides administrative support to the Program Directors and/or his/her designees. The Program Coordinator will become knowledgeable about the Institute, SHRS, and the PhD program in Rehabilitation Sciences to effectively communicate and represent the School, the PhD program and relevant course offerings. The position requires interaction and cooperation with the leadership team of the PhD Program in Rehabilitation Sciences.

The Program Coordinator for the PhD in Rehabilitation Sciences Program:

•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.
•Maintains calendars and schedules appointments for program administrative leaders.
•Processes and tracks purchase orders, check requests and business expense reports via online accounts payable systems. Maintains familiarity with PHS Finance policy changes and processes as needed.
•Successfully manage numerous tasks simultaneously.
•Performs routine office related administrative duties such as order supplies, greet visitors and prospective students, handle incoming calls, provide assistance or make referrals to appropriate staff.
•Oversees student compliance with immunizations and other new student requirements.
•Assembles materials and compile data in preparation for PhD program seminars and meetings.
•Serves as first point of contact for PhD program inquiries from prospective students by monitoring department and program email and phone; is well versed in PhD program curriculum, course offerings and schedules.
•Maintains, tracks and updates student files with their CVs, biosketches, and documentation for graduation audits, while tracking student progress.
•Plans, attends and oversees logistics for occasional day/evening special events.
•Submits 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.
•Monitors spending to stay within program budgets
•Staffs and supports PhD executive committee and faculty meetings by assisting in the preparation and distribution of materials; scheduling, attending and taking minutes.


Bachelor’s degree preferred 

1-3 years working in office environment. Familiarity withhigher 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 flexibly 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 perception abilities required by this job include close perception and the ability to adjust focus. Some travel is necessary 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: Part-time
Shift: Day Job
Employee Status: Regular
Job Posting: Oct 9, 2019

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