The Office of Student and Alumni Services (OSAS) Department Coordinator and Assistant to the Dean ("Coordinator") is responsible for providing primary support to the Office of Student and Alumni Services and the Dean of Student and Alumni Services. The Coordinator handles general administrative and office management logistics for OSAS. This position staffs and manages the OSAS/Building 39 reception area and supervises a group of OSAS Graduate Assistants (approximately 6-8 part-time student employees).
This position coordinates and participates in special projects as needed to support an exciting and growing variety of student and alumni services. The Coordinator works collegially and collaboratively with all OSAS professional staff (approximately seven colleagues), providing administrative and logistical support when needed (both directly and through the GAs).
The Coordinator works closely with the Dean to manage schedules, meeting materials, and confidential files. The Coordinator has significant responsibility for the OSAS departmental financials and is the departmental lead for monitoring budget reports and managing accounts payable. Duties and Responsibilities:
Department Coordinator Functions (20%):
Provide general administrative support for the department such as sorting mail and maintaining office supplies and equipment. Monitor resource utilization with a focus on cost containment and reduction.
Serve as primary timekeeper for department time and attendance records (which support payroll accuracy) in Kronos and related systems. (training to be provided)
Provide Provides collegial support for events led by OSAS and/or the IHP (on and off-campus) with demonstrated enthusiasm and a high degree of professionalism and attention to detail (including but not limited to New Student Orientation programs, educational workshops, pop-ups, tabling, Commence-ment, alumni receptions, etc., as needed). Required tasks may include brainstorming event details, advance planning of logistical needs, processing event registrations, generating attendee lists, creating name tags, ordering and coordinating catering, supplies, and services with OSAS staff, IHP Campus Services staff, academic leaders, outside vendors, and student-leaders.
Assistant to the Dean Functions (30%):
Provide administrative support to the Dean including schedule and meeting management, and other administrative functions.
Work with Dean on scheduling staff meetings, retreats, committee meetings, and similar events - this includes preparing and distributing requisite agendas and notes/minutes.
Provide a high level of service-oriented communication with students, alumni, and others who request meetings with the Dean (and vice versa).
Maintain a secure system for storing confidential files (electronically and in hard copy).
Assist the Dean in developing and maintaining a growing set of policies and procedures related to OSAS and best practices in student and alumni services.
Occasionally represent the Dean and the OSAS department in meetings as requested.
Student and Alumni Center Responsibilities (25%):
Maintain a student- and alumni- friendly atmosphere throughout Building 39 by providing a welcoming professional presence at the front desk. Greet members of the IHP community as they enter Building 39, providing assistance as needed. Periodically assess the environment of Building 39 student spaces; coordinate changes as needed by communicating with Campus Services and others. (10%)
Hire, train, schedule, and supervise Graduate Assistant staff (approximately 6 to 8 student employees) to provide optimal student service and logistical support for OSAS events. Track progress of GA work assignments and projects, adjust according to departmental needs. (10%)
Perform other related duties incidental to the work of OSAS, including but not limited to participation in special projects and committees for OSAS and the IHP as needed. (5%)
Financial Responsibilities (25%):
Assist the Dean in monitoring OSAS budgets and financial reports - to include proactively compiling, analyzing, and reviewing monthly and annual reconciliation reports.
Problem solving, as needed, for budgetary variances/discrepancies.
Assist the Dean in preparing annual budget submissions; cooperate with Finance staff instructions to ensure appropriate follow up and compliance (training to be provided).
Advise OSAS staff colleagues on budgetary issues, as needed.
Process purchase orders and payments for departmental needs, ensuring prompt, accurate processing of check requests, accounts payable, reimbursements, and related items.
Manage travel card and related expenses for self and Dean.
Direct supervision of approximately six to eight Graduate Assistants (student employees) who each work approximately five to ten hours per week. Occasional indirect supervision of temporary employee(s) and others during and related to specific projects within OSAS.
Assists in the timely processing of purchasing (including monthly IHP credit card account reconciliation), various check requests, and reimbursements as needed.
Fast-paced office environment. Work is occasionally performed under stress during peak periods of activity; there are many important deadlines, meetings, and requests to meet despite frequent interruptions. Emphasis is needed on friendly reception and customer service for students, alumni, and others who contact OSAS in person, by telephone, and via email.
Bachelor's degree preferred
Minimum of 1-3 years related work experience strongly preferred
Prior experience in a university/college or professional office setting required
Skills, Abilities, Competencies Required:
Strong organizational skills and ability to juggle multiple priorities in a fast-paced environment
Excellent attention to detail and follow through skills
Enthusiastic commitment to high-quality work and customer service for students as well as colleagues and visitors
Ability and desire to work as part of a collaborative and transparent team, taking initiative and effectively working independently as needed
Willingness to comply with and promote IHP confidentiality requirements as well as HIPAA, FERPA, and other laws that protect student rights and responsibilities (training to be provided)
Proficiency in MS Word, Excel, Outlook required; proficiency in PowerPoint and experience with database software preferred
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.
Partners Healthcare System Inc. is acting as an Employment Agency in relation to this vacancy.
Internal Number: 3091636-1435_1555138853
About MGH Institute of Health Professions
MGH Institute of Health Professions, founded by Massachusetts General Hospital in 1977, is an innovative and independent graduate school in Boston that is a member of Partners HealthCare. A progressive leader in developing comprehensive models of health care education, the MGH Institute prepares advanced practice professionals in the fields of nursing, physical therapy, occupational therapy and communication sciences and disorders through a distinctive combination of academic study, clinical practice, and research. More than 1,200 students are enrolled in graduate level and certificate programs, with an increasing number of courses available online. The Institute is accredited by the New England Association of Schools and Colleges (NEASC).