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Program Coordinator, Online Masters Programs (IHP STAFF-HYBRID)

MGH Institute of Health Professions
Boston, MA
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Job Details

The selected candidate will be expected to follow a hybrid work model that consists of both in-office days and work from home days.

This position is a highly visible role that reports to the Director for Online Master’s Programs and supports the online master’s programs. The role entails overseeing the day-to-day front-line program operations, student outreach and support, budget tracking, event planning, and requires a strong attention to detail in order to collect data and update and produce various reports. 

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 broadly address systemic racial injustice and oppression. 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.

Primary Responsibility: Provide administrative support to the Online Master’s programs in School of Nursing at the MGH Institute of Health Professions which includes the MS-Leadership in Nursing Administration and MS-Leadership in Nursing Education.

Day to Day

•             Maintain day to day management of Online Master’s programs in the School of Nursing

•             Administrative support for the Program Director

•             Assist with problem-solving of student issues as they arise

•             Monitor program email accounts and responds to inquiries from prospective students

•             Monitor budget allotted to Online Programs. Prepare budget request forms and record program-related expenses and other supplies / books

•             Support faculty with projects as necessary

•             Communicate with faculty, staff and students about program-specific updates

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

•             Attend monthly enrollment and marketing meetings and provide data as needed


Data Collection

•             Provide program data to prepare for various reports related to accreditation and nursing profession surveys such as the NLN and CCNE reports, marketing/PR

•             Assist with data collection regarding competing programs in the United States including curricula, costs, etc.

•             Monitor pre-requisite status for incoming students

•             Prepare pre-matriculation files for incoming students, which includes student documentation of Resume Release, Confidentiality & POI, Participation in learning activities, photo ID forms and receipt of Nursing Programs Policy Manual.

•             Create and maintain student files

•             Run/ Distribute reports for School of Nursing team, leadership, and faculty.


•             Coordinate and manage advisor/advisee information in Datatel system

•             Provide technical support for School of Nursing by troubleshooting all aspects of the computer and printing systems, as well as formatting and creating documents.

•             Assists with Master's application process

•             Organizes and coordinates degree-eligibility documentation to Office of Enrollment Services in preparation for graduation

•             Format and maintain documents as necessary for the School of Nursing


Scheduling/ Event Management

•             Plan and arrange events including: New Student Orientations; Open Houses for accepted students

•             Prepare agenda for meetings, record meeting minutes prepare for distribution

•             Coordinate the appointments and meetings and support advisor and leaders of student organizations

•             Coordinate scheduling semester courses. Manage student schedules.

•             Coordinate student meetings with Nursing Administration with other staff members



•             Communicate with faculty, staff, and students about Program updates and information

•             Communicate with student cohorts re: routine, timely information


Committee Support

•             Provide staff support to committees as assigned

•             Prepare agenda for and maintain correspondence and records for monthly meetings


Shared Responsibilities

•             Provide administrative support to Dean, Associate and Assistant Deans, and faculty,

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

•             Maintain positive public relations through the provision of expert assistance. Serves as a resource regarding program details and the Institute for prospective and current students and faculty

•             Coordinate, organize, and assist in the implementation of School-wide events throughout the academic year, including hosting visiting faculty, faculty retreats, luncheon for new faculty, faculty orientation, alumni events, open houses, and other events deemed necessary by the School of Nursing administration

•             Provide coverage for the graduate programs in the absence of their program support staff

•             Perform other related duties incidental to the work described herein


Bachelor’s degree preferred

1-3 years working in office environment

Familiarity with higher education preferred



a)           Administrative Skills

Strong organizational skills

Attention to detail

Ability to interact effectively with administrative, faculty, and student constituents

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

Ability to manage multiple demands and respond professionally to complaints from assorted constituencies

Proactive in developing/ updating systems as needed to meet administrator's needs


b)           Technical Skills

Computer proficient, MS Office experience required

Strong spelling and proofreading skills

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

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

Strong demonstrated ability in use of internal system (i.e. Datatel) and other MS Office technical tools such as Excel, PowerPoint, and Access

Effectively utilizes technology to analyze data and create reports as needed. Ability to communicate basic technical concepts to promote end user's understanding


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 he essential functions. While performing the duties of this jo b the employee is regularly required to be mobile; use hands to finger, handle or feel objects, tools or controls; and communicate orally. Specific vision abilities required by job include close vision 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: Admin/Clerical/CustService-Other
Organization: Massachusetts General Hospital(MGH)
Schedule: Full-time
Shift: Day Job
Employee Status: Regular
Job Posting: Jan 10, 2022


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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