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Job Summary
This position is a highly visible role that reports to the Co-Directors of Prelicensure Programs and supports all levels of the Pre-Licensure Programs (ABSN and Prelicensure DEN) from Co-Directors to students. The role entails overseeing the day-to-day front-line program operations, student outreach and support, event planning, and requires a strong attention to detail in order to collect data and update and produce various reports.
Primary Responsibility: Provide administrative support to the Pre-Licensure programs in School of Nursing at the MGH Institute of Health Professions which includes the Accelerated Bachelor of Science in Nursing (ABSN) and prelicensure portion of the Direct Entry Program (DEN).
PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. Indicate approximate % of time spent on each responsibility and list in order from greatest % to lowest, totaling 100%.
Day to Day
- Maintain day to day management of Pre-Licensure Programs in the School of Nursing
- Administrative support for the Co-Directors
- Assist with problem-solving of student issues as they arise
- Monitor nursing program email account and responds to inquiries from prospective students
- Record program-related expenses and other supplies
- Support Pre-Licensure Program faculty with projects as necessary
- Communicate with faculty, staff and students about program-specific updates
- Serve as program liaison to all other programs, departments, and external contacts
Data Collection
- Provide program data to prepare for various reports related to accreditation and nursing profession surveys and marketing materials
- Monitor pre-requisite status for incoming students
- Prepares pre-matriculation files for incoming pre-licensure students (3 cohorts per year), which includes student documentation of Resume Release, Confidentiality & POI, Participation in learning activities, photo ID forms and receipt of Program Manual
- Run/ Distribute reports for School of Nursing team, leadership, and faculty. Respond to data requests and research atypical data pulled out of databases.
- Provide expertise on Datatel/Colleague functionality and capabilities within the School of Nursing.
- Coordinate and manage ABSN and prelicensure DEN advisor/advisee information in Datatel system
- Provide technical support for School of Nursing including formatting and creating documents.
- Prepares documentation required for completion of Massachusetts and out of state licensure requests and NCLEX application, certification requests and submits to Associate Dean of Academic Affairs for review and signature
- Organizes and coordinates degree-eligibility documentation to Office of Enrollment Services in preparation for graduation
- Format and maintain documents as necessary for the School of Nursing
Scheduling/ Event Management
- Independently coordinate all aspects of various ceremonies and events: including planning, working with vendors, invitations, programs, and budget
- Plan and arrange pre-licensure events including: monthly meetings; Fall, Spring and Summer New Student Orientations; Fall, Spring and Summer Open Houses for accepted students
- Prepare agenda for meetings, record meeting minutes, and prepare for distribution
- Coordinate the appointments and meetings of class representatives and support advisors and leaders of student organizations
- Coordinate scheduling semester courses and classrooms. Manage pre-licensure student schedules.
- Assist in recognition process for student award recipients
- Schedule and support uniprofessional and interprofessional education learning activities for pre-licensure courses in the Impact Practice Center and other sites.
- Coordinate student meetings with nursing administration with other staff members
Communications
- Create and manage new student Orientation 101 course in Desire 2 Learn (D2L) for all incoming pre-licensure students
- Communicate with faculty, staff, and students about Pre-Licensure Program updates and information
- Communicate with student cohorts re: licensure and other routine, timely information
- Craft routine letters using templates, e.g. CNA letters
Committee Support
- Provide staff support to the Pre-Licensure Faculty Committee, Curriculum Committee and other committees as assigned
- Prepare agenda for and maintain correspondence and records for monthly meetings
Shared Responsibilities
- Provide administrative support to Dean, Associate Deans, Co-Directors of Prelicensure Progams and faculty, including production of manuals, communication to faculty and students, and presentation materials
- Maintain positive public relations through the provision of expert assistance. Serves as a resource regarding program details and the Institute for prospective and current students and faculty
- Coordinate, organize, and assist in the implementation of School-wide events throughout the academic year, including hosting visiting faculty, faculty retreats, luncheon for new faculty, faculty orientation, alumni events, open houses, and other events deemed necessary by the School of Nursing administration
- Provide coverage for the other nursing programs in the absence of their program support staff
- Perform other related duties incidental to the work described herein
EDUCATION AND EXPERIENCE QUALIFICATIONS (MUST be realistic and related to the essential functions of the job.)
Bachelor’s degree preferred
1-3 years working in office environment
Familiarity with higher education preferred
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED (MUST be realistic and related to the essential functions of the job.)
a) Administrative Skills
- Strong organizational skills
- Attention to detail
- Ability to interact effectively with administrative, faculty, and student constituents
- Ability to manage multiple simultaneous projects, set priorities, and delegate tasks when necessary
- Ability to manage multiple demands and respond professionally to concerns from assorted constituencies
- Proactive in developing/updating systems as needed to meet program needs
b) Technical Skills
- Computer proficient, MS Office experience required
- Strong spelling and proofreading skills
- Familiar with standard office equipment; fax, copiers, multi-task telephone systems
- Display an ability and aptitude to work with and quickly learn different systems
- Strong demonstrated ability in use of internal system (i.e. Datatel) and other MS Office technical tools such as Excel, PowerPoint, and Access
- Effectively utilizes technology to analyze data and create reports as needed. Ability to communicate basic technical concepts to promote end user's understanding
c) 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 he essential functions. While performing the duties of this job the employee is regularly required to be mobile; use hands to finger, handle or feel objects, tools or controls; and communicate orally. Specific vision abilities required by job include close vision and the ability to adjust focus. Onsite work is required 2 days per week.
SUPERVISORY RESPONSIBILITY List the number of FTEs supervised.
Graduate Assistant
FISCAL/BUDGET RESPONSIBILITY Indicate financial “scope” information, i.e.: size of budget, volume, revenue, etc.
Event planning and processing of budget requests as part of prelicensure cost center
WORKING CONDITIONS Describe the conditions in which the work is performed.
Administrative Office
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.
Additional Job Details (if applicable)
Hybrid
100 First Avenue
40
Regular
Day (United States of America)
Pay Range
$22.22 - $31.71/Hourly
Grade
4
At 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.
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 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.
At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.
