Clinical Education Administrative Coordinator

Description
We are seeking a talented administrative professional that enjoys working in a fast paced and mission driven environment.  In this role, you will support the clinical placement process for our nursing students.  Your work will directly impact our mission of educating tomorrow’s healthcare leaders to advance care for a diverse society.  Please review the full description below to learn more.

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 for the broad array of activities related to clinical education. Provide support to the Director of Clinical Affiliations as directed.  Conduct shared responsibilities in concert with other members of the clinical education staff.

Additional responsibilities: Conduct shared responsibilities in concert with other members of the administrative support staff.

This position is a hybrid position with an expectation that 50% of your time will be spent on-campus.

PRIMARY RESPONSIBILITIES:

 

Completes onboarding requirements for all School of Nursing student’s clinical placements each semester.   40%Works closely with clinical placement coordinators and PL faculty to ensure necessary clinical placement data (including student/clinical groups, preceptor/clinical instructor and clinical site information) is received in advance of semester deadlines to facilitate onboarding, compliance, e-value data entry, etc.   Reviews and maintains up to date onboarding requirements and documentation required for all clinical facilities/agencies utilized for placements within School of Nursing.Confirms immunization and other compliance requirements for each student in a clinical placement. Works actively with students, clinical coordinators/faculty, Compliance Office and clinical agencies to address missing or additional compliance requirements.  Informs coordinators and Compliance office re: delinquencies prior to semester deadlines.  Obtains individual student data from Datatel and Complio as needed.Uploads/sends all requested student data and confirming information to each placement facility for each pre-licensure student (with the exception of NS-540 students) by determined deadlines.  . 

Manages and maintains the daily operations and maintain the integrity of data contained within the Institute's clinical education system (E-Value) for the SON.  15%   Enters data on all new students, preceptors, clinical sites and faculty as needed; revised data and grants permission rights to faculty and staff when required.Assigns students to groups, preceptors, and clinical sites each semester.Works with faculty to determine release dates for student/preceptor evaluations. Set up semester timeframes.Schedules distribution of approximately School of Nursing midterm and final student/preceptor evaluations each semester. Views webinars and utilizes new features within the system, identifying areas for improvement.Assists student, preceptor, faculty in the use of e-value, and troubleshoots issues related to e-value system.Works closely with Information Technology as needed to resolve issues, obtain reports and improve, maintain e-value data integrity.  Communication with the system vendor may be required at times.Trains School of Nursing faculty and clinical instructors on use of E-value system.Provides E-value data upon request from Director of Clinical Affiliations. Creates, compiles and maintains SON databases pertaining to clinical education including: 20%Interfacing with IT staff to optimize data management systems.High level data on preceptors, clinical instructors and their agencies.  Credentials of preceptors. clinical instructors. Clinical placement sites for for prelicensure and advanced practice and online master’s program students; includes clinical agency data, affiliation agreements and malpractice documents for each.Compliance data:Maintains data on annual review of affiliation agreements in compliance with MA Board of Registration of Nursing requirementsAffiliation agreements, compact agreements, vouchers, malpractice information Clinical education database: clinical placements requested/granted, clinical site specific data, trending reports for prelicensure/AP tracks, and additional targets as requested.  Extracts data from e-value, CCP, registrar’s office and other sources as needed. Updates and reports from databases as requested by Director of Clinical Affiliations for administrative planning and evaluation.Updated preceptor database for CPD, Alumni Office, and SON as needed. Manages SON Clinical Education responsibilities for compliance and compact/voucher system 15% A. Works with IHP Compliance office to:

Coordinate compliance of students' immunization status and clinical requirements for students across all programs.Ensure new, ongoing affiliation agreement contracts are in place for clinical placement sitesReceive clinical agency data, including affiliation agreements and malpractice information from the Compliance Office. Communicate and track contract requests and renewals submitted to Compliance OfficeEnsure minimum annual review as per BORN requirements, including standard language in clinical agency contracts and input to the MA BORN Annual Report. Corresponds with both new and ongoing preceptors and facilities regarding affiliation contracts, track responses, returning of signed contracts, renewals as needed etc.Oversees compact and tuition voucher responsibilities: Reviews IT voucher reports and confirms in e-value requirements met for voucher distribution.Completes and distributes tuition vouchers to all facilities utilized by the School of   Nursing at the end of each semester.In conjunction with Bursar’s office, troubleshoots missing vouchers and re-issues if indicateIn concert with clinical placement coordinators and Compliance Office, facilitates requests for and distribution of Compact payments.Provides administrative support for the Director of Clinical Affiliations and Associate Dean of Academics: 10%Administrative support for the Director of Clinical Affiliations     Assisting with communications to students, faculty, preceptors etc., i.e. important clinical education policy and compliance updates, promotion of preceptor events, IHP/CPD events, clinical placement opportunities, job fairs, etc.Assisting in planning and promotion of student, preceptor, CPD and related events.May assist with scheduling of meetings with multiple/outside participants, rooms and video calls as needed.  Taking minutes at meetings as needed.Other duties as assigned.Provides administrative support for the Associate Dean of Academics. Schedule multiple meetings, schedule rooms, and set up conference callsCreate and edit reports.Post meeting materials on Dropbox.Print and distribute meeting materials.Other duties as assigned. 

Other: Shared responsibilities in concert with other members of the clinical affiliations staff.

Learns basic responsibilities of clinical education placement coordinator staff.  Assists in cross-coverage and triaging clinical placement issues in their absence.Participates in weekly 1 hour staff meetings and ad-hoc team meetings.  Communicates student, clinical site, onboarding, contracts and other placement issues to Director of Clinical Affiliations as needed. 

Qualifications
Bachelor's degree required

At minimum 2 year's previous experience preferred

Skills, Abilities, Competencies:

Administrative Skills-Strong organizational skills

Strong written and oral communication skills Attention to detail and accuracy

Ability to anticipate and adhere to deadlines

Ability to juggle multiple simultaneous projects and set priorities

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

Self-motivating and proactive in developing/updating systems as needed to meet administrator's needs

Technical Skills-Computer proficient with Microsoft Word, Excel, PowerPoint, Outlook and Access and database management. Advanced Excel skills highly desirable. Familiar with standard office equipment: fax, copiers, multi-task telephone system. Strong spelling and proofreading skills.

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 regularly required to be mobile; able to use a computer; able to communicate orally. Specific vision abilities required by this 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: Administrative Support
Organization: Massachusetts General Hospital(MGH)
Schedule: Full-time
Shift: Day Job
Employee Status: Regular
Job Posting: May 3, 2022