Program and Lab Coordinator (IHP)

MGH Institute of Health Professions
Boston, MA
Closing date
Oct 22, 2021

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Administrative Jobs
Academic Affairs, Research Staff & Technicians, Institutional & Business Affairs, Program Administration, Technology, Analysts & Programming

Job Details


MGH Institute of Health Professions is a graduate school in Boston that provides entry-level and post-professional programs in Nursing, Communication Sciences and Disorders, Genetic Counseling, Occupational Therapy, Physical Therapy, and Physician Assistant Studies. The PhD in Rehabilitation Sciences and a PhD and Master of Science in Health Professions Education have been added in recent years to meet rising demand for highly educated health care professionals, educators, and researchers. Integrating classroom learning with research and clinical experience, the Institute grants doctoral degrees, master's degrees, awards certificates of advanced study, and offers continuing education to practicing professionals.

The IHP is the only degree-granting affiliate in Mass General Brigham (MGB), the largest private employer in the Commonwealth of Massachusetts. The Institute has been recognized multiple times by The Chronicle of Higher Education as a “Great College to Work For.” A leading health sciences educational institution, MGH Institute provides students with outstanding academic programs, many of which are ranked among the best in the nation.

MGH Institute of Health Professions has announced an organization-wide anti-racism initiative to think boldly about race and bring together all members of the IHP community to address systemic racial injustice as well as oppression more broadly. The plan seeks to create a supportive and inclusive campus environment and better support the diverse communities the school serves. We are excited about this new initiative and are hiring employees who are committed to justice, equity, diversity, and inclusion and will contribute to our anti-racism and anti-oppression approach. 

Prinicipal Job Duties and Responsibilitie

The School of Health and Rehabilitation Sciences (SHRS) is seeking someone to fill a dual role, working closely with Teresa J Kimberley, PT, PhD, FAPTA in her role as Director of the PhD program in Rehabilitation Science (50%) and in her role as Director of the Brain Recovery Lab (50%).  The Program Coordinator, who will be responsible for general administrative and operations functions including student support and organization, budget, personnel, academic proposals, accreditation reports, and policy interpretation in the 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, SHRS, and the PhD program in Rehabilitation Sciences to effectively communicate and represent the School, the PhD program, and course offerings. The position requires close interaction and cooperation with the leadership team of the PhD Program in Rehabilitation Sciences. The Lab Coordinator role works with a multidisciplinary group on clinical trials to help neurorecovery including non-invasive brain stimulation, MRI and rehabilitation interventions.

General 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 (ie, Microsoft Teams, Formstack, D2L) 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.
  • Maintain, track and update student files with their CVs, biosketches, and documentation for graduation audits, while tracking student milestone progress.
  • Monitor database systems for accurate program records of faculty, alumni, and program accomplishments; course syllabi; and student files.
Academic program support:

    Support admissions processes including assistance with recruitment, organizing and distributing applications during the review process, facilitating program communication with applicants, communicating with the Office of Admissions, etc. Support the weekly Interdisciplinary Research Seminar: send reminder communications to speakers and students, collect presentation information, distribute articles to students, track attendance and other course requirements, organize on-sight and remote access for participants, distribute course recordings, etc. Market seminar guest speaker sessions, dissertation defenses, and other events via flyers, email, Outlook/IHP calendars, Teams posts, etc. Schedule qualifying and dissertation exams and collect/archive exam results. Facilitate pre-matriculation and exiting student processes. Staff and support PhD committees, faculty meetings, and student meetings by assisting in the preparation and distribution of materials; scheduling, attending and taking minutes.Provide on-site course assistance as neededIdentify and communicate areas for improvement in program processes to leadership, and implement solutions accordingly

Communications & student-facing support:

    Serve as first point of contact for PhD program inquiries from prospective/current students by being available during weekly Seminars; monitoring department and program email and phone; and being knowledgeable in PhD program curriculum, course offerings, schedules, policy and procedures.  Perform routine office related administrative duties such as greet visitors, prospective students, and visiting faculty; handle incoming calls; provide assistance or make referrals to appropriate staff.Send program communications via email, Outlook calendar, and Teams.Submit requests to update program website or other marketing material as needed.
Budget & payment processing:

    Monitor spending to stay within program budgetsManage student funding requests: check for allowable expenses per program policy, assist with reimbursement/purchase procedures, and track individual student spending. Manage term lecturer, guest lecturer, and student award payments. Supervise graduate assistant payroll: approve Kronos timecards and track payments to stay within budget.
  • Process and track purchase orders, check requests, business expense reports, and corporate card purchases via online accounts payable systems.  Maintain familiarity with MGB Finance policy changes and processes as needed.
Event planning:

    Plan program orientation, awards ceremony, biannual receptions, and additional events as needed.
Special projects:

    Serve on the SHRS Anti-Oppression Task Force; and maintain list of Justice, Equity, Diversity & Inclusion resources for interdisciplinary PhD students. Contribute to other special projects as needed to advance the PhD RS program and further IHP strategic priorities.
Lab Coordinator Duties (50%)

The lab coordinator will report directly to Dr. Kimberley. The lab manager is needed to work in a multidisciplinary group conducting a clinical studies of neurorecovery. The coordinator is expected to work both independently and as a team member with other members of the team including investigators, staff, post-doctoral fellows, and students.


      Tasks include close work with study subjects, including patient interviews and outcome testing, brain imaging.Documents and compiles clinical research data, schedules appointments and procedures, and maintains study databasesMeets regularly with Principal Investigator to discuss assignments, projects and administrative matters; keeps them informed relative to status of sameAttends training courses as identifiedOrganizes and/or drafts material for the preparation of research papers, manuscripts, or other documents for publication and/or presentation as appropriateCollects & organizes patient dataMaintains records and databasesUses software programs to generate graphs and reportsAssists with recruiting patients for clinical trialsObtains patient study data from medical records, , etc.Conducts library searchesVerifies accuracy of study formsUpdates study forms per protocolDocuments patient visits and proceduresAssists with regulatory binders and QA/QC proceduresAdministers and scores questionnairesProvides basic explanation of study and in some cases obtains informed consent from subjectsAssists with study regulatory submissionsWrites consent formsVerifies subject inclusion/exclusion criteriaPerforms administrative support duties as required
    Assist with NIH annual reportsAssist with grant submissions

    Bachelor’s degree required.  1-3 years working in office environment. Familiarity with higher education and clinical research a plus.  Experience working with an elderly, or vulnerable populations preferred. Experience with Redcap, data analysis programs, or computer programming a plus.

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

Job: Admin/Clerical/CustService-Other
Organization: Massachusetts General Hospital(MGH)
Schedule: Full-time
Shift: Day Job
Employee Status: Regular
Job Posting: Jul 15, 2021


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 the Partners HealthCare System, the MGH Institute offers its more than 1,500 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 located at the Catherine Filene Shouse Building in Boston's historic Charlestown Navy Yard. Originally built in 1866, a complete interior renovation of the Shouse Building was completed in 2001, providing a state-of-the-art working and learning environment. The building also houses The Children's Quarters, which offers kindergarten and preschool daycare to both staff and students of the Institute and the Charlestown community. We employ more than 200 faculty, administration, and staff, and offer competitive salaries and a comprehensive benefits package. The MGH Institute of Health Professions is an equal opportunity employer

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