Program Coordinator, Occupational Therapy MGH Institute of Health Professions

Job Summary

This position provides direct support for the OT department (IHP), 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.

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 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 EXAAT 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

• Bachelors degree preferred.
• Minimum of 1-2 years of office experience strongly preferred.
• Experience in higher education preferred.

Knowledge, Skills and Abilities

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and data management software.
• Detail-oriented with a focus on accuracy in record-keeping and data entry.
• Ability to work collaboratively in a team environment.

Additional Job Details (if applicable)

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