Executive Assistant / Project Specialist

Description

This role is located in the historical Charlestown Navy Yard area at the MGH Institute of Health Professions

The MGH Institute of Health Professions is currently on the lookout for an Executive Assistant and Project Specialist (E&PS) who will be responsible for implementing programs and strategic initiatives within the School of Health and Rehabilitation Sciences (SHRS). The E&PS will play a vital role in ensuring the smooth day-to-day functioning of the Office of the Dean and will report directly to the Dean.

The successful candidate will need to possess strong communication skills, as well as the ability to prioritize and manage multiple projects simultaneously. The role also requires the ability to handle sensitive and confidential matters with discretion. The EA&PS will provide administrative support to the Dean, including internal communications, presentation preparation, scheduling, and expense management.

The E&PS will also play a key role in supporting high priority projects and initiatives within SHRS. This will include planning, coordination assistance, data collection, program evaluation, and communications. The work undertaken by the E&PS will be critical in advancing the academic programs of the school, as well as enabling special projects tied to the school's mission. One of the focus areas for project support will include the design, implementation, and evaluation of regional educational partnerships and pathway programs that aim to improve health workforce diversity, inclusion, and equity.

What you will do:

Executive Assistance (45%)

• Provide administrative support, including calendar management and event coordination for the SHRS Dean.
• Draft internal communications and promotional materials for external audiences for the SHRS Dean.
• Maintain a working knowledge of departments and leaders at the Institute to help the Dean work efficiently and effectively with a variety of groups.
• Prepare the Dean for meetings, commitments, and other external obligations.
• Maintain office files and systems to ensure the easy retrieval of documents and correspondence; order office supplies as needed.
• Coordinate and organize special events and projects.
• Conduct research on a variety of topics as requested.
• Coordinate all travel arrangements and process expense reports on behalf of the executive leader and their team. 
• Serve as a key point of contact for important group meetings.
• Creates well-designed presentations on academic initiatives and objectives for the Dean’s Office.
• Drafts reports, memos, talking points, and other communications on behalf of the Dean.
• Oversee key, high-level correspondence.

 Project Specialist (50%)

• Support design, planning, implementation, and evaluation of academic projects and special initiatives (e.g., educational partnerships, health workforce projects) in collaboration with program director(s).
• Develop and maintain strong working partnerships, with internal and external constituents, to advance SHRS academic programs, diversity initiatives, and regional academic collaborations.
• Collaborate across the Institute to develop and implement innovative solutions that leverage the strengths of SHRS in education and research. 
Develop draft project plans, with attention to program goals, scope, timelines, quality indicators, personnel, and financial resources.
• Collect and process data (e.g., quantitative and qualitative) to support program needs assessments, evaluations, and continuous quality improvement efforts.
• Support the development of internships, mentorship programs, and community-service learning experiences for students from diverse backgrounds interested in health careers. 
• Providing coaching, direction, and support to project teams to foster collaboration, efficiency, stewardship, community-centeredness, and sustainability.
• Draft marketing and outreach materials (e.g., organic and paid media assets) to support participant and volunteer recruitment, community engagement, and promotion of assigned projects. 
• Compile reports for internal and external stakeholders on the progress, outcomes, and impact of assigned projects and programs.   

Other Duties as assigned (5%)

• Position may periodically supervise graduate assistants, research assistants, and/or temporary workers.  

Qualifications

What you will need:

• Bachelor’s degree in an appropriate area of specialization plus 2 years of relevant professional experience, or a master’s degree or higher in a relevant area of study (degree must be conferred by the start date of the position). 
• Prior experience in education and/or student services.
• Prior experience with sponsored projects (e.g., grants, gifts, corporate/foundation funding) preferred.
Proficiency in Microsoft office and Social Media platforms (e.g., X, Instagram, LinkedIn, Meta).Proven ability to work independently and as a team.Ability to problem solve, meet deadlines, and prioritize work.Ability to acquire knowledge and skill in new technology.Creativity and flexibility in supporting new program development.Highly accountable for work.Strong organizational skills to manage multiple priorities.Demonstrated excellence in written and verbal communication. A commitment to justice, equity, diversity, and inclusion.

About MGH Institute of Health Professions

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 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 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.” 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 IHP 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 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 Location: MA-Charlestown-MGH IHP
Work Locations:
MGH IHP (MGHCharlestownIHP)
36 First Avenue
Charlestown, 02129
Job: Administrative Support
Organization: Massachusetts General Hospital(MGH)
Schedule: Full-time
Shift: Day Job
Employee Status: Regular
Job Posting: Nov 13, 2023