Department Coordinator

DescriptionThis is a hybrid role located at the MGH-Institute for Health Professions in the historical Charlestown Navy YardThe Institute is committed to equity and anti-oppression and bringing together all members of the IHP community to address systemic racial injustice as well as intersecting systems of oppression. We seek to enhance our supportive and inclusive campus environment and better support the diverse communities the school serves. We are excited about hiring employees who are committed to justice, equity, diversity, and inclusion and will contribute to our anti-racism and anti-oppression approach.The Justice, Equity, Diversity, and Inclusion (JEDI) Office guides the MGH IHP in realizing its mission of advancing care in a diverse society. The Justice, Diversity, and Inclusion (JEDI) Department Coordinator (“Coordinator”) is responsible for providing primary general administrative, office management logistical support, and serving as a primary point of contact and connection to resources between the JEDI Office and the IHP community. The coordinator supports all general JEDI related inquiries or concerns by taking those incoming inquiries/concerns and directing them to appropriate team members or resources for response. In addition, the coordinator works on communications projects (e.g., create and disseminate JEDI Newsletter through Constant Contact, drafts the annual report, submits events to IHP Communications, utilizing office social media platforms). The Coordinator may also engage in data collection, analysis, and developing dashboards such as using Tableau under the direction of the Chief Equity Officer.  The coordinator will work on special projects as needed under the direction of the Chief Equity Officer and work collaboratively with all JEDI professional staff, providing administrative and logistical support when needed. This includes providing targeted planning and coordination support to key JEDI office programs, such as the JEDI Fellows Program and Power, Privilege and Positionality Course, under the guidance of the Director of JEDI Education and Programs. The coordinator works closely with the Chief Equity Officer to manage schedules, schedule meetings, develop meeting materials, and maintain confidential files. The coordinator has significant responsibility for the JEDI departmental financials and serves as the department lead for monitoring budget reports and managing accounts payable.The coordinator will be responsible for timekeeping for the JEDI Office using Kronos.Department Coordinator Functions (47.5%): General admin supportProvide general administrative support for the department such as sorting mail and maintaining office supplies and equipment. Monitor resource utilization with a focus on cost containment and reduction.Support possible JEDI Office GA, JEDI Office temporary workers, and others.  Managing Core Office Information SystemsServe as primary timekeeper for department time and attendance records (which supports payroll accuracy) in Kronos and related systems. (training to be provided)Ability to navigate and maintain core office systems like MS Teams, DropBox, and OneDriveCommunications work: Draft and disseminate monthly JEDI Newsletter through Constant Contact,Compiles JEDI annual report information. Draft, format, and disseminate the JEDI annual report and submit it to the IHP News.Manages and engages with the JEDI Office social media platforms and D2L pagePrograms and Event Logistics Support: Power, Privilege and Positionality SupportProject management support, e.g., helping to organize, update and/or maintain the calendar and materialsCommunication support e.g., revising, updating and sending out key communicationD2L logistics supportFacilitator recruitmentEvent logistics support e.g., zoom management, communicating with panelistsJEDI Fellowship Program supportLogistics management e.g., scheduling meetings, booking rooms, JEDI Fellowship retreat and orientation logistics supportHelp with managing and organizing document, information and information systemsProvides collegial support for events led by JEDI and/or the IHP (on and off-campus) with attention to detail (including but not limited to JEDI Council, educational workshops, pop-ups, tabling, etc., as needed). Required tasks may include brainstorming event details, advance planning of logistical needs, processing event registrations, generating attendee lists, creating name tags, ordering and coordinating catering, supplies, submitting honoraria/e-check requests for speakers, and services with JEDI staff, IHP Campus Services staff, academic leaders, outside vendors, and student-leaders.Support planning and coordination of JEDI Office Community groups, includes scheduling, securing space and events logistics e.g., BIPOC meet and greeting,Assistant to the Chief Equity Officer Functions (45%):Provide administrative support to the Chief Equity Officer including schedule and meeting management and other administrative functions.Work with Chief Equity Officer on scheduling staff meetings, retreats, committee meetings, and similar events – this includes preparing and distributing requisite agendas and notes/minutes.Under the direction of the Chief Equity Officer, data collection, analysis, and develop dashboards, such as using Tableau; compile information for award nominations.Communication with students, faculty, staff, alumni, and others who request meetings with the Chief Equity Officer (and vice versa).Maintain a secure system for storing confidential files (electronically and in hard copy).Assist the Chief Equity Officer in developing and maintaining a growing set of policies and procedures related to JEDI and good practices.Occasionally represent the Chief Equity Officer and the JEDI Office in meetings as requested.Financial Responsibilities (7.5%): Assist the Chief Equity Officer in monitoring JEDI budgets and financial reports – to include proactively compiling, analyzing, and reviewing monthly and annual reconciliation reports.Problem solving, as needed, for budgetary variances/discrepancies.Assist the Chief Equity Officer in preparing annual budget submissions; cooperate with Finance staff instructions to ensure appropriate follow up and compliance (training to be provided).Process purchase orders and payments for departmental needs, ensuring prompt, accurate processing of check requests, accounts payable, reimbursements, and related items.Manage travel card and related expenses for self and Chief Equity Officer. Budget/Fiscal:Assists in the timely processing of purchasing (including monthly IHP credit card account reconciliation), various check requests, and reimbursements as needed.QualificationsQualificationsA minimum of 3 years of professional experience in administrative support, preferably in higher education.Must have an alignment with JEDI principles and values.Skills/ Abilities:Strong interpersonal skills,including the ability to actively listen and interact effectively with individuals and large groups.Demonstrated ability to organize and manage multiple projects and priorities simultaneously.Demonstrated administrative and management skills. Excellent organizational, analytic, systems, time management, and communication (especially written) skills. Proficiency in Peoplesoft, Kronos, Microsoft Office (Excel, Outlook, PowerPoint, Word), Internet browsers, D2L or other learning management software, social media platforms and other software to support administrative functions. Experience in cultivating professional working relationships with students, faculty, and staff, especially minoritized and minoritized populations in higher education.Preferred experience or openness to working with Tableau or other data visualization software. Working ConditionsFast-paced office environment. Work is occasionally performed under stress during peak periods of activity; there are many important deadlines, meetings, and requests to meet despite frequent interruptions. Emphasis is needed on friendly reception and engagement for students, faculty, staff, alumni, and others who contact JEDI Office in person, by telephone, and via email.Job Field: Administrative SupportOrganization: Massachusetts General Hospital(MGH)Schedule: Full-timeShift: Day JobEmployee Status: Regular