Part-time Program Manager (20 hours/wk, Hybrid, IHP Staff)

Company: Massachusetts General Hospital
Location: Charlestown
Posted on: May 28, 2023

Job Description:

This role is located on the MGH-IHP Campus within the beautiful Charlestown Navy Yard

Position Summary

The School of Health and Rehabilitation Sciences (SHRS) is seeking someone to fill a part-time 20 hour/wk .50 FTE Program Manager role, working closely with Drs. Teresa J Kimberley, PT, PhD, FAPTA (Director) and Elise Townsend, PT, PhD (Associate Director) in the PhD in Rehabilitation Sciences Program. The Program Manager will be responsible for general administrative and operations functions including student support and organization (25-30 PhD students), budget, personnel, grant administration, academic proposals, accreditation reports, and policy interpretation in the PhD in Rehabilitation Science program. This position provides administrative support to the Program/Department and/or their designees. The Program Manager will become knowledgeable about the Institute (IHP), SHRS, and the PhD program in Rehabilitation Sciences to effectively communicate and represent the School, the PhD program, and program course offerings. The position requires close interaction and cooperation with the leadership team of the PhD Program in Rehabilitation Sciences, as well as Admissions, the Registrar, the marketing and web design teams, the Office of Student and Alumni Services, the Office of Information Technology, and the Justice, Equity, Diversity and Inclusion (JEDI) Office.

DUTIES AND RESPONSIBILITIES:

Program Manager Role (50%)

The Program Manager will report directly to Drs. Kimberley and Townsend. The Program Manager is expected to work both independently and as a collaborative team member with others, including 25-30 PhD students in Rehabilitation Sciences, PhD program faculty, IHP staff, and a graduate assistant (GA).

General administrative operations:

• Maintains appropriate office systems, word processing, databases, drafting basic correspondence, copying, 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; student files; special funds and projects; research and recruitment efforts.
• Maintains calendars and schedules appointments/meetings for program administrative leaders.
• Performs routine office related administrative duties such as order supplies, greet visitors and prospective students, handle incoming calls, provide assistance or make referrals to appropriate staff.
• Successfully tracks and manages numerous tasks and work streams simultaneously. Academic program support:
  • Becomes well-versed in the PhD program curriculum, course offerings and schedules.
  • Maintains, tracks and updates student files with their CVs, bio sketches, and documentation for graduation audits, while tracking student milestone progress.
  • Oversees student compliance with academic requirements, immunizations and other new and ongoing student requirements.
  • Supports admissions processes including assistance with recruitment, organizing and distributing applications during the review process, facilitating program communication with applicants,
  • Communicating with the Office of Admissions, etc.
  • Facilitates pre-matriculation, orientation, and exiting student processes.
  • Supports the weekly Tuesday 4-5pm Interdisciplinary Research Seminar: sends reminder communications to speakers and students, collects presentation information, distributes articles to students, tracks attendance and other course requirements, organizes on-sight and remote access for participants, distributes course recordings, etc.
  • Markets seminar guest speaker sessions, dissertation defenses, and other events via flyers, email, Outlook/IHP calendars, Teams posts, etc.
  • Schedules qualifying and dissertation exams and collects/archives exam results.
  • Staffs and supports PhD committees, faculty meetings, and student meetings by assisting in the preparation and distribution of materials; scheduling, attending and taking minutes.
  • Provides on-site and virtual (Zoom) course assistance as needed.
  • Manages term lecturer contracts.
  • Identifies and communicates areas for improvement in program processes to leadership and implements solutions accordingly.
  • Organizes biannual social/ recognition gatherings for students.
  • Delegates to and oversees graduate assistant(s) who support the program. Communications & student-facing support:
    • Serves as first point of contact for PhD program inquiries from prospective/current students by being available during weekly Seminars; monitoring department and program email and phone; and being knowledgeable in PhD program curriculum, course offerings, schedules, policy and procedures.
    • Performs routine office related administrative duties such as greet visitors, prospective students, and visiting faculty; handle incoming calls; provide assistance or make referrals to appropriate staff.
    • Sends program communications via email, Outlook calendar, and Teams.
    • Submits requests to update program website or other marketing material as needed. Budget & payment processing:
      • Monitors spending to stay within program budgets.
      • Manages student funding requests: check for allowable expenses per program policy, assist with reimbursement/purchase procedures, track individual student spending, coordinate approvals with Associate Director/Director.
      • Manages term lecturer, guest lecturer, and student award payments.
      • Supervises graduate assistant payroll: approve Kronos timecards and track payments to stay within budget.
      • Processes and tracks purchase orders, check requests and business expense reports via online accounts payable systems. Maintains familiarity with MGB Finance policy changes and processes as needed. Event planning:
        • Plans, attends, and oversees program orientation, awards ceremony, biannual receptions, and additional program events as needed. Special projects:
          • Serves on the SHRS Anti-Oppression Task Force; facilitates Justice, Equity, Diversity & Inclusion initiatives for interdisciplinary PhD students.
          • Contributes to other special projects as needed to advance the PhD RS program and further IHP strategic priorities.
            
            EDUCATION AND EXPERIENCE QUALIFICATIONS
            • Bachelor's degree required.
            • Minimum of 2-4 years working in office environment; program/project management experience desirable.
            • Familiarity with higher education and clinical research desirable. SKILLS/ ABILITIES/ COMPETENCIES REQUIRED
              • Ability to work independently and prioritize among deliverables.
              • Strong management, interpersonal and communication skills, customer and team oriented.
              • Must be able to function flexibly in team with some overlapping responsibilities.
              • Exceptional organizational skills and careful attention to details.
              • Ability to follow directions and work collaboratively as part of a 3-member team.
              • Computer literacy, with working knowledge of Microsoft office suite (Word, PPT, Outlook, Excel, Teams)
              • Experience with Zoom and virtual meeting management.
              • Familiarity with student support software and online learning platforms (e.g. D2L, Canvas).
              • Initiative in anticipating, investigating, and resolving problems.
              • Ability to effectively handle multiple tasks/projects and frequent interruptions.
              • Willingness 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 the essential functions. While performing the duties of this job, the employee is regularly required to be mobile; use tools or controls; and communicate. Specific perception abilities required by this job include close perception, the ability to adjust focus, mobility to travel to different study locations.
                
                SUPERVISORY RESPONSIBILITY
                • Assist in supervising and managing graduate assistants and graduate students. FISCAL/BUDGET RESPONSIBILITY
                  • Assist with tracking expenses and budget monitoring.
                  • Submitting, tracking and processing reimbursements. WORKING CONDITIONS
                    • Work is performed in an office environment under stress during peak periods of activity, deadlines, meetings, high traffic, and frequent interruptions. Flexible schedule for hybrid work (some remote) considered. TRAINING/TIME REQUIRED TO LEARN JOB RESPONSIBILITIES
                      • Six months to one year moving through the various academic cycles. APPLICATION & CONTACT INFORMATION
                        • Applicants should apply online at Careers - MGH IHP
                        • Cover letter & CV preferred to accompany your application and be addressed to Dr. Elise Townsend, PT, PhD (Associate Director) About MGH Institute of Health Professions
                          
                          MGH Institute of Health Professions (IHP) 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. A PhD and Master of Science in Health Professions Education and a PhD in Rehabilitation Sciences were added in recent years to meet a 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." As a leading health sciences educational institution, MGH Institute provides its more than 1600 enrolled students with outstanding academic programs, many of which are ranked among the best in the nation.
                          
                          The IHP Justice, Equity, Diversity, and Inclusion agenda includes 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. This initiative dovetails with the Institute's commitment to hiring diverse employees committed to justice, equity, diversity, and inclusion.
                          
                          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.

Keywords: Massachusetts General Hospital, Boston , Part-time Program Manager (20 hours/wk, Hybrid, IHP Staff), Executive , Charlestown, Massachusetts