Site: The MGH Institute of Health Professions, Inc.

 

At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community.  We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.

At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.

 

Position Overview: This highly visible role entails overseeing the term lecturer and site clinical instructor process, continuing professional development activities for the School of Nursing as well as providing administrative support to the Assistant Dean, Administration.

Primary Responsibility: This role manages the term lecturer/site clinical instructor contracts, payments, and compliance tracking for the School of Nursing. This role also serves as the primary administrative support to the Assistant Dean, which includes calendar management, meeting preparation, correspondence support, and other administrative duties as assigned.

Additional Responsibilities: Provide staff support to various committees as assigned, and conduct shared responsibilities in concert with other members of the administrative support staff throughout the School of Nursing.

 

Job Summary

Position Overview: This highly visible role entails overseeing the term lecturer and site clinical instructor process, continuing professional development activities for the School of Nursing as well as providing administrative support to the Assistant Dean, Administration.

Primary Responsibility: This role manages the term lecturer/site clinical instructor contracts, payments, and compliance tracking for the School of Nursing. This role also serves as the primary administrative support to the Assistant Dean, which includes calendar management, meeting preparation, correspondence support, and other administrative duties as assigned.

Additional Responsibilities: Provide staff support to various committees as assigned, and conduct shared responsibilities in concert with other members of the administrative support staff throughout the School of Nursing.

 

Qualifications

***Expected start date for this role is March 2, 2025***

Responsibilities

Provide administrative support to the School of NursingManage the calendar Schedule meetingsSchedule monthly or bimonthly meetings and provide support for: Program Directors/Assistant Deans, Committee meetings, as needed Students, as neededBook meeting space and set up conference callsManage the term lecturer/site clinical instructor contracts, payments, and compliance tracking for the School of NursingCommunicate with Program Directors/Assistant Deans to obtain approved list of term lecturersTotal responsibility for producing and distributing contracts to term lecturers for review and signatureCreate requisitions to Human Resources for new term lecturersTrack progress of contracts on HR’s budget spreadsheetsCreate and send batch list to HR to process payments with PayrollProcess special payments in Peoplesoft system and track on budget spreadsheetTerminate term lecturers as needed upon approvalCommunicate with HR representative to monitor status of new hires and status of contractsManage and maintain the tracking of required documentation/credentials of term lecturers/site clinical instructorsCollect immunization records, CPR certificates, CV/resume, and official transcripts at the time of hire and upon renewalTrack and file MA RN licensures based on expiration date and ensure license renewal was successfulResponsible for communicating compliance tracking requests to term lecturersMaintain updated files for term lecturers and site clinical instructorsAssist in the creation of required reports for MA-Board of Registration in Nursing and program accreditation reports (CCNE)Manage and execute the implementation of Faculty Development Academy for Term Lecturers and Site Clinical Instructors. This academy is offered twice/year (fall and spring semester)

Plan event logistics

Send out meeting requests and invitations and track attendanceDistribute handouts and, if applicable, contact hour certificatesOrder and distribute name badgesPlan recognition and other ways to support the work of term lecturers and preceptorsIn consultation with the Program Directors, Assistant Deans, and Associate Dean, prepare orientation materials for term lecturersProvide monthly status reports related to term lecturers’ compliance, policies, and hiring trends to Assistant DeanServe as a primary point of contact for term lecturers within SON

Accreditations

Manage SON Continuing Education (CE) activities that are accredited by the Office of Continuing and Professional DevelopmentCollaborate with and assist CPD’s Assistant Director with CE activities hosted by SpauldingMaintain CE documentation and data collection in adherence to Joint Accreditation criteriaCollect and analyze CE activity data to support accreditation criteria and standardsMaintain post-activity follow-up and communications including evaluation summaries, and certificate administration.Develop summary reports to IHP stakeholders and accreditors, as neededEnter and submit year-end Joint Accreditation reporting for programs/activitiesCreate and edit reports including CCNE, ANCC, BORN, and other reports as assigned

Plan and coordinate various events

Coordinate speakers, schedule meetings, book rooms, provide materials, and contact caterer as neededFaculty Development sessionsCreate and send invitationsManage Zoom and breakout rooms for speakers and participantsTrack attendanceServe as a back-up with speaker’ slides/materialsDistribute materials, if any

Committee Support

Provide administrative support to and serve on various committees as needed/assignedCommittees developing new degree programs and tracksSchedule meetings and book roomsPrepare meeting agenda and distribute materialsTake meeting minutes, post meeting materials on Microsoft Teams, and track attendanceAssist with tasks related to the implementation of curriculum and policy changes

Social Media

Primary management of the School of Nursing: social media channels: X (formerly Twitter), LinkedIn, Facebook, InstagramCreating weekly internal newsletter, “The SON News”Compiling stories written by Faculty and staff, editing, finalizing photography, formatting, and distributing to communityAct as liaison between School of Nursing and Office of Strategic CommunicationsTaking photography (if needed) to accompany social posts

Other Support

Other administrative work including typing correspondence, faxing, copying, and taking meeting minutes.Assist in hiring and monitoring of TAs and GAs assigned for academic support in courses and academic counseling by processing applicationsAssist with preparation of handouts, manuscripts and presentationsRetrieve and distribute mail and Commuter Rail T-passesRespond to email messages as directed.

Shared Responsibilities/SON Support

Provide administrative support to School of NursingProvide administrative support to Dean, Associate and Assistant Deans, Program Directors, and faculty, including production of manuals, manuscripts, communication to faculty and presentation materials. Maintain positive public relations through the provision of expert assistance 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 SON administration.Provide coverage for other administrative support staff in their absence. Perform other related duties incidental to the work described herein.Provide assistance with setting up conference call meetingsPerform other related duties incidental to the work described herein.

EDUCATION

Bachelor’s degree preferred1-3 years working in office environmentFamiliarity with higher education a plus

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED

Administrative Skills-Strong organizational skillsAttention to detailAbility to interact effectively with administrative, faculty, and student constituentsAbility to juggle multiple simultaneous projects, set priorities, and delegate tasks when necessaryProactive in developing/updating systems as needed to meet administrator’s needsAbility to manage multiple demands and respond to complaints from assorted constituencies

Technical Skills

Computer proficient, MS Office experience requiredStrong spelling and proofreading skillsFamiliar with standard office equipment, fax, copiers, multi-task telephone system

Physical Capabilities

The physical demand 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 disability to perform the essential function.While performing the duties of this job, the employee is regularly required to be mobile; use hands to find, 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. Some travel is necessary in the position.

FISCAL BUDGET RESPONSIBILITY

Track payments of term lecturers/site clinical instructors for Human Resources’ budget spreadsheetCreate expense reports every semester for Dean and SON Executive Council

WORKING CONDITIONS

Normal office environment in cubicle

TRAINING/ TIME REQUIRED TO LEARN JOB RESPONSIBILITIES

Up to 1 Year

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 along with two new programs: Master of Health Administration in Leadership and Master of Science in Healthcare Data Analytics 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 and master's degrees, awards certificates of advanced study, and offers continuing education to practicing professionals. MGH Institute of Health Professions 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 Institute 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 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.

 

Additional Job Details (if applicable)

 

Remote Type

Hybrid

 

Work Location

100 First Avenue

 

Scheduled Weekly Hours

40

 

Employee Type

Regular

 

Work Shift

Day (United States of America)

 

EEO Statement:

The MGH Institute of Health Professions, Inc. is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

 

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.