Clinical Education Administrative Coordinator - Charlestown, United States - Massachusetts General Hospital

Massachusetts General Hospital Charlestown, United States

16 hours ago

Description

SUMMARY

We are seeking a talented administrative professional that enjoys working in a fast paced and mission driven environment. In this role, you will support the clinical placement process for our nursing students. Your work will directly impact our mission of educating tomorrow's healthcare leaders to advance care for a diverse society. Please review the full description below to learn more.

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 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. 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.

* Primary Responsibility: Provide administrative support for the broad array of activities related to clinical education, clinical practice and community engagement. Provide support to Associate Dean for Academic Affairs and Director of Clinical Affiliations, as directed.
* This position is a hybrid position with an expectation that 50% of your time will be spent on-campus.
* Additional responsibilities: Provide staff support to committees as assigned and conduct shared responsibilities in concert with other members of the administrative support staff.

DUTIES

PRIMARY RESPONSIBILITIES:

1. Compiles and maintains databases pertaining to clinical education, including the following segments:

*

a. Clinical data on preceptors and their agencies
* b. Clinical placement sites for generalist, advanced practice and ABSN students; Clinical agency data, including affiliation agreements and malpractice binder foreach.
* c. Maintains clinical agency data, including affiliation agreements and malpractice information in concert with office of centralized contracts.

2. Works in conjunction with the School of Nursing support staff in the coordination/compliance of students' immunization status and clinical requirements for students across all programs.

3. Maintains up to date on-boarding requirements and documentation required for all clinical facilities utilized for placements within School of Nursing.

4. Provides reports from databases as necessary for administrative planning and evaluation.

5. Manage and maintain the daily operations as well as maintain the integrity of data contained within the Institute's clinical education system (E-Value) for the School of Nursing. Administrator responsibilities include:

*

a. Working with faculty to determine release dates for student/preceptor evaluations. Set up semester timeframes.
* b. Scheduling of approximately School of Nursing clinical placements each semester for distribution of evaluations.
* c. Viewing webinars and utilizing new features within the system and identifying areas for improvement.
* d. Working closely with Information Technology as needed to resolve issues and/or communicating configuration issues and/or changes that require IT intervention. Communication with the system vendor may also be required at times.
* e. Training School of Nursing faculty and clinical instructors on how to use the system as well as helping students and preceptors as needed in their use of the system.
* f. Running reports and providing data upon request from various Institute constituents including but not limited to program Deans and the Provost.
* g. Granting permission right to faculty and staff when required.

6. Coordinate Compact and voucher distribution with other staff.

7. Completes and distributes tuition vouchers to all facilities utilized by the School of Nursing at the end of each semester. Corresponds with both new and ongoing preceptors and facilities regarding affiliation contracts, track responses, returning of signed contracts, etc.

8. Coordinates, organizes, and assists in the implementation of Professional Development for Faculty, Term Lecturers, and Site Clinical Instructors.

a. Event logistics

b. Send out invitations and track attendance

c. Print out handouts and, if applicable, contact hour certificates

d. Plan recognitions and other ways to support the work of term lecturers and preceptors

9. Provides administrative support for the Associate Dean for Academic Affairs & Director of Clinical Affiliations. Duties include:

*

a. Schedule multiple meetings, schedule rooms, and set up conference calls
* b. Create and edit reports
* c. Handle reimbursements and conference registrations in consultation with Dean's office
* d. Post meeting materials on Dropbox
* e. Print and distribute meeting materials
* f. Other duties as assigned

10. Assist in the coordination of the School of Nursing activities and events as needed.

11. Provide staff support to various committees as assigned.

12. Shared responsibilities include:

*

a. Provide administrative support to Dean, and Associate and Assistant Deans and faculty, including production of manuals, manuscripts, communication to faculty and students and presentation materials as requested.
* b. Provides administrative support to the School of Nursing, which may include, but not limited to preparation, production and electronic scoring of exams, recommendation letters for students seeking employment, procedure manuals, organizing presentation materials in PowerPoint and filing.
* c. Coordinate, organize, and assist in the implementation of School-wide events throughout the academic year, including hosting visiting faculty, faculty orientation, retreats, luncheon for new faculty, faculty orientation, alumni events, open houses, program ceremonies, and other events deemed necessary by the School of Nursing administration. Attendance and on-site support for scheduled events as scheduled and with shared responsibilities across SON staff.
* d. Provide coverage for other administrative support staff in their absence. Perform other related duties incidental to the work described herein.

EDUCATION:

* Bachelor's degree required.
* Minimum 2 year's previous experience preferred.

Skills, Abilities, Competencies:

* Administrative Skills
* Strong organizational skills.
* Strong written and oral communication skills Attention to detail and accuracy.
* Ability to anticipate and adhere to deadlines.
* Ability to juggle multiple simultaneous projects and set priorities.
* Ability to interact effectively with administrative, faculty, and student constituents.
* Self-motivating and proactive in developing/updating systems as needed to meet administrator's needs.

* Technical Skills
* Computer proficient with Microsoft Word, Excel, PowerPoint, Outlook and Access and database management.
* Familiar with standard office equipment: fax, copiers, multi-task telephone system.
* Strong spelling and proofreading skills.

* 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 regularly required to be mobile; able to use a computer; able to communicate orally. Specific vision abilities required by this job include close vision and the ability to adjust focus. Some travel is necessary in this position.

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