Program Manager

Program Coordinator

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

This position is in person with most days required to be worked on-campus every week. In general weekly remote days are allowed except for when program scheduling necessitates more presence on campus as well as outside of regular hours (ex. Student open houses and orientation, commencement, on-site trainings, etc).

Summary Of Major Responsibilities

• Assist with managing and administering the program budget for the Department of Physician Assistant Studies.
• Supports the Chair & Program Director in managing, administering and coordinating the operations of the Department of Physician Assistant Studies.
• Responsible for coordinating day-to-day administrative and operations work of Program Coordinator. Supervise graduate assistants, if applicable.
• Coordinates departmental events.
• Serves as program liaison to all other programs, departments, and external contacts.
• Serves as the Co-Chair of the Admissions Committee.
• Serves as a member of the PA Program Assessment Committee tasked with the collection and maintenance of program self-assessment data as it relates to program outcomes.

Qualifications

Education
Bachelor's Degree Related Field Of Study Required

Can This Role Accept Experience In Lieu Of A Degree?
Yes

Program Management Experience 2-3 Years Required
Knowledge, Skills And Abilities- Strong leadership and project management skills, with the ability to effectively coordinate and delegate tasks, manage timelines, and drive results.- Excellent interpersonal and communication skills, with the ability to engage and collaborate with medical professionals, faculty, and staff at all levels.

Additional Job Details (If Applicable)

Budgetary (30%):

Assist with developing and maintaining program budget systems (personnel and operating) and monitors finances within allocated resources. Ensure accurate classification of budget items. Maintains systems for preparation and distribution of payments for term lecturers, lab instructors, guest lecturers, and extra service pay for faculty. Oversees payments to clinical sites and clinical compact agreements as entered by the Clinical Placement Education Associate. Prepares and tracks departmental and special fund check requests and purchase orders. Reconciles department credit card statements. Coordinates and tracks all special funds contributions; maintains separate budgets for grants, fellowships and continuing education workshops; follows accepted security practices.

Office Management (50%):

Assists program leadership and faculty with coordination and implementation of departmental projects including ongoing accreditation processes of data collection and analysis, preparation of reports and maintenance of the ARC-PA Program Portal, student and faculty research programs, community outreach, interprofessional engagement, curriculum studies and revisions. Analyzes, develops, implements and monitors administrative office support systems; develops office policies and procedures; establishes, coordinates and monitors database systems for accurate department records of faculty, adjunct faculty, lecturers, alumni and department accomplishments, course syllabi, schedules, student files. Manages the planning, preparation and set-up for applicant interviews, new student orientation, graduation, and other program-related events; develops and produces brochures, recruitment materials, and specialty flyers for program activities and events. Serves as Co-chair of the Admissions Committee for the PA Program. Communicates with prospective and accepted students, coordinates application review and managing and presenting data to report trends and make decisions. Partner with program leadership and the admissions office as well. Supports the work of the Program Director, Chair, Medical Director, Director of Clinical Education, Director of Pre Clinical Education, and program faculty. Serves on program or Institute committees, as needed, and attends IHP Staff Council meetings as a representative of the Department of Physician Assistant Studies. Interfaces with IHP administration to maintain up-to-date PA Program webpage information. Management of documentation related to grievance reports and disciplinary action. Maintains all department files including faculty, student, curriculum, and accreditation records. Manages the planning and execution of semester course scheduling with internal PA faculty and the Institute's Registrar. Identify and collate sources of data related to program outcomes, including course evaluations, IHP- and program-administered surveys, admissions and matriculation data, student performance data, alumni and employer surveys, and other sources as needed and identified. Oversee schedule and maintain documents for the department's ongoing self- assessment process

Clinical Education Support (20%):

Manages and supports the planning and execution of the official clinical year schedule in conjunction with the Program Coordinator, and is responsible for communicating the schedule with the clinical team, IHP Registrar, NCCPA, and PAEA. Works closely with the IHP Registrar and NCCPA on tracking student completion and graduation eligibility. Manages and supports the clinical year budget including forecasting, issuing of compact payments, proctoring payments, other clinical site payments as needed, and the ordering of clinical education exams.

Education And Experience Qualifications

Minimum of 2 years progressively responsible administrative, program operations, or office management experience; financial and/or project management a plus. Bachelors degree or equivalent combination of education and experience required Experience in higher education or student-facing environment preferred

Skills/ Abilities/ Competencies Required

Administrative Skills: Budget/financial management. Strong office management skills. Commitment to quality customer service. Systems Development and management knowledge. Critical thinking and solution-oriented problem-solving skills. Excellent interpersonal skills. Detail-oriented project management and creativity in designing processes. Excellent verbal and written communication skills. Excellent organizational skills. Ability to be flexible, prioritize multiple projects. Ability to handle confidential information with discretion. Ability to develop templates, organize technical information, and maintain functional schedules. Technical Skills: Knowledge of the Microsoft 365 and demonstrated ability to learn new data management systems. Knowledge of internet navigation and research. Physical Capabilities: Ability to operate office equipment (i.e., use a keyboard, copy machine, fax machine). Ability to be mobile throughout the building and able to lift 10-20 pounds. Adequate personal mobility to move between Institute buildings in a reasonable amount of time carrying objects.

Supervisory Responsibility

Supervise IHP temporary student workers (i.e. GA, RA, TAs).

Fiscal/Budget Responsibility

Personnel: Term Lecs, Adjunct faculty, clinical adjunct faculty and clinical sites

Operating: Ordering of supplies, budget ordering of all supplies, exams, student equipment packages, book orders, reconcile the dept. credit card

Track budget year-to-date expenditures and participate in annual budgeting process

Training/Time Required To Learn Job Responsibilities

One full academic year to experience the scope and nature of the many responsibilities including those that occur annually and those that are related to the academic and accreditation calendar. Personnel in similar roles in other departments are accessible for periodic queries and quandries.

Remote Type

Hybrid

Work Location

Two Constitution Wharf

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States Of America)

Pay Range

$63,648.00 - $92,570.40/Annual

Grade

6At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

Eeo Statement:

1700 The Mgh Institute Of Health Professions, Inc. Is An Equal Opportunity Employer. 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. To Ensure Reasonable Accommodation For Individuals Protected By Section 503 Of The Rehabilitation Act Of 1