Career Center

Please note this position is based in the Charlestown Navy Yard at the MGH-Institute of Health Professions. This is a Hybrid role with a blend of remote and on-site work.

POSITION SUMMARY:

This position involves coordinating general administrative and operational functions for two academic programs within the School of Healthcare Leadership (SHL): 1. Health Professions Education (HPEd) and 2. Online Prerequisites (Prereqs), which combined have over 400 students and 50 faculty members. The successful program manager will provide student support and organization, oversight of budget, personnel, academic proposals, accreditation reports, and policy interpretation for both programs. The Program Manager will become knowledgeable about these two academic programs to effectively communicate and represent them to prospective students and offices across the Institute. The position requires close interaction and cooperation with the two program directors and leadership within SHL, as well as admissions, registrar, enrollment services, the Office of Student Affairs and Services, the Office of Information Technology, and the Justice, Equity, Diversity, and Inclusion (JEDI) Office.

RESPONSIBILITIES:

Maintains appropriate office systems, word processing, databases, drafting basic correspondence, filing, processing forms, and requisitions while ensuring accuracy

Establishes, coordinates, monitors, and revises database systems (i.e., Microsoft Teams, Formstack, D2L) for accurate program records of faculty, alumni, and program accomplishments; course syllabi and schedules; special funds and projects; research and recruitment efforts

Performs routine office-related administrative duties such as ordering supplies, greeting visitors and prospective students, answering incoming calls, and interfacing with various IHP operations as needed

Maintains, tracks, and updates student files

Supports program meetings by assisting in the preparation and distribution of materials, scheduling, attending, participating, and taking minutes

Manages term lecturer contracts

Identifies and communicates areas for improvement in program processes to leadership, and implements solutions accordingly

Serves as the first point of contact for program inquiries from prospective/current students by participation in recruitment webinars; monitoring department and program email and phone; and being knowledgeable about program curriculum, course offerings, schedules, policy, and procedures

Sends program communications via email, Outlook calendar, and Teams

Submits requests to update program website or other marketing material as needed

Monitors spending to stay within program budgets

Processes and tracks purchase orders, check requests and business expense reports via online accounts payable systems

Contributes to other special projects as needed to advance programs and further IHP strategic priorities

Supervises student graduate assistants for selected tasks

SUPERVISORY RESPONSIBILITY:

• Several graduate assistants (2-4 in any given semester)

FISCAL/BUDGET RESPONSIBILITY:

• Budget and track expenses and monitor spending of HPEd and Online Prerequisite program budgets
• Multiple cost centers for one Department and one Program with a combined annual budget totaling ~$3M

Qualifications
QUALIFICATIONS:

• Bachelor's degree preferred
• 2-4 years working in an office environment
• Prior experience in academic program administration preferred
• Experience working with online and web-based educational programs preferred

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Communication Skills - must possess an excellent command of English
• Ability to work independently and prioritize among deliverables including self-monitoring
• Strong interpersonal skills
• Exceptional organizational skills and careful attention to detail including tracking multiple projects simultaneously
• Ability to work collaboratively as part of a team
• Computer literacy, with working knowledge of Microsoft office suite (Word, PowerPoint, Outlook, Excel, Teams)
• Experience with Zoom and virtual meeting management
• Familiarity with student support software and online learning platforms
• Initiative in anticipating and resolving problems
• Willing to take on additional duties as requested
• 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 essential functions. While performing the duties of this job, 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 this job include close vision and the ability to adjust focus.

WORKING CONDITIONS:

• Hybrid work conditions are encouraged with a blend of remote and on-site work.
• Some schedule flexibility is required given that students reside in different time zones
• Reliable internet access from any off-site working location.

TRAINING/TIME REQUIRED TO LEARN JOB RESPONSIBILITIES:

All training is paid and will focus on specific systems at IHP/MGB to fulfill job responsibilities.

ABOUT MGH INSTITUTE:

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.

EEO Statement
The MGH Institute of Health Professions is an equal opportunity employer and is committed to enhancing the diversity of its faculty and staff. We welcome nominations and applications from individuals who would bring diversity of experience, thought and practice to the Institute's research, teaching and clinical missions. Applications from protected veterans and individuals with disabilities are strongly encouraged.Partner's Healthcare is acting as an Employment Agency in relation to this vacancy.

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