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Hybrid F/T Program Coordinator, Occupational Therapy

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 provides direct support for the OT department, including department operations, materials / on-line platform management, academic program support, and liaison support to the OT CLiPR. This position provides service to department faculty, staff, and students and serves as a liaison between internal and external constituencies.

Core Responsibilities

General Department Operations:

  • Provide exemplary customer support to internal and external constituencies, triage inquiries to the appropriate parties, and/or independently researching answers to inquiries
  • Prepare, record, and distribute agendas and minutes for assigned meetings and committees, and communicate, follow up and take responsibility for implementation of action items.  Manage participants who are at a distance utilizing phone or videoconferencing services.
  • Answer phones and screen calls / general email inboxes as assigned. Provide information and respond to questions
  • Schedule space for meetings and events
  • Assist in general operations, planning and implementation of program logistics and other duties assigned
  • Coordinate and perform complex and varied administrative tasks requiring independent action and the setting of priorities and procedures
  • Assist with, and coordinate support from IT and facilities as necessary
  • Coordinate mailings, including preparation of materials, and calendar management as requested
  • Prepare general documents and templates using MS Word, Excel, Adobe and other electronic platforms
  • Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing
  • Maintain accreditation documents and support site visits
  • Organize and maintain necessary information on department faculty, staff, student employees, students, and alumni
  • Maintain electronic filing system in Dropbox / MS Teams
  • Supports the marketing and promotional efforts of the department including, but not limited to, monitoring the department social media accounts, reviewing and updating department website for accuracy / accreditation compliance, copy for marketing materials, and other related tasks
Materials Management:

  • Order assessments, supplies, and promotional materials for the department and the EL-OTD programs
  • Maintains a comprehensive inventory list of department assessments and supplies, including the locations of equipment, assessments (both physical and electronic) and supplies and ordering information
  • Maintain a comprehensive list of sales representatives of select Partners vendors and place orders in the eBuy system
  • Process invoices through the PeopleSoft purchase order and check request systems
Academic Program Support:

  • Recruit and schedule proctors, book accommodation space, prepare exam supplies, support faculty, ensure that proctor payroll forms are completed in a timely manner, and serve as back up proctor (as needed)
  • Collaborate with the library for reserve copies of books, assessments, and other course-related materials
  • Collaborate with faculty and our online bookstore (Akademos) to post course textbook lists.  Request desk copies
  • Maintain EL-OTD Desire2Learn courses and provide basic support to department faculty, staff, and students
  • Support the maintenance of  E*Value database and provide basic support to clinical and doctoral project supervisors, faculty, and students
  • Collaborate with the Program Manager and Department Leadership in the planning and execution of departmental events.
  • Support processes and maintain documentation for EL-OTD doctoral capstones

Education/Experience Qualifications:

Bachelor’s degree (preferred). Minimum of 1-2 years of office experience strongly preferred. Experience in higher education preferred.

Administrative/Office Skills:

  • Strong interpersonal skills with a customer service focus
  • Must be able to work in a fast-paced environment and have excellent interpersonal, organizational, and analytical skills.
  • Resourceful and able to work both independently and within a team, with limited supervision, in managing the diverse need of Institute faculty, students, applicants, inquiries, etc.
  • Must be able to prioritize work to meet deadlines and multi-task; handle and resolve high pressure/stressful situations
  • Ability to handle confidential material and provide a highly professional, courteous and efficient point of contact for persons communicating with the office.
  • Ability to prioritize and problem solve
  • Possess the organizational, detail-oriented, verbal, written, and interpersonal skills necessary to interact effectively with all levels of personnel
Technical Skills:

  • Aptitude with MS Word, Excel, PowerPoint, Zoom, Outlook, Adobe, social media platforms
  • Willingness to learn new software to support departmental operations
About the Institute

The Institute is an innovative, interprofessional graduate school in Boston, MA that prepares health professionals and scientists to advance care for a diverse society through leadership in education, clinical practice, research and community engagement. The Institute has 1,636 enrolled students and offers programs in Genetic Counseling, Communication Sciences and Disorders, Health Professions Education (MS and PhD), Nursing, Occupational Therapy, Physical Therapy, Physician Assistant Studies, and Rehabilitation Sciences (PhD). The Institute is about to open a new School of Healthcare Leadership, which will add significantly to the Institute's offerings, increase enrollments, amplify the value proposition with the Mass General Brigham (MGB) health system, and build new partnerships locally and nationally.  Founded by Massachusetts General Hospital (MGH) in 1977, the Institute is an independent institution accredited by the New England Commission of Higher Education (NECHE).

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.

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: May 27, 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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