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Job Summary

At MGH Institute of Health Professions, we’re looking for an enthusiastic Administrative Support Specialist to join us in our mission to enhance clinical learning experiences. Your primary responsibility will be to provide comprehensive administrative support across various clinical education activities. You'll play a crucial role in assisting the Director of Clinical Affiliations (DCE), ensuring smooth operations and effective communication.

Join our dynamic team in a hybrid role that requires your presence on campus at least three days a week, blending the best of both remote flexibility and in-person collaboration.

Qualifications

***This is a hybrid role requiring 3 days per week onsite.

Primary Responsibility: Provide administrative support for the broad array of activities related to clinical education. Provide support to the Director of Clinical Affiliations (DCE) as directed.

Completes onboarding requirements for all School of Nursing (SON) students clinical placements each semester: 40%

Works closely with clinical placement coordinators and faculty to ensure necessary clinical placement data (including student/clinical groups, preceptor/clinical instructor and clinical site information) is received in advance of semester deadlines to facilitate onboarding, compliance, and EXXAT set-up, data entry.
Sends placement confirmations to all Advanced Practice (AP) and Prelicensure (PL) students and preceptors including requirements for site-specific onboarding, compliance and preceptor credentialing.
Reviews and maintains up-to-date onboarding requirements, and documentation of onboarding activities, required for all clinical facilities/agencies utilized for placements within School of Nursing.
Obtains individual student data from iOnline and EXXAT as needed.
Confirms immunization and other compliance requirements for each student entering a clinical placement.
Works actively with students, preceptors, DCE, clinical coordinators/faculty, Compliance Office, and clinical agencies to address missing or additional compliance or credentialing requirements.
Informs DCE, coordinators and Compliance office re: delinquencies prior to semester deadlines and clinical starts.
Uploads/sends all requested student data and confirming information to each placement facility for each PL and AP student by determined deadlines.

Clinical education lead for EXXAT. Manages and maintains the daily operations and integrity of data contained within the Institute's clinical education system (EXXAT) for the SON: 30%

Enters data on all new students, preceptors, clinical sites and faculty as needed; revises data and grants permission rights to students, faculty and staff when required.
Works with faculty/clinical coordinators to determine release dates for student/preceptor evaluations.
Set up semester timeframes.
Assigns students to groups, preceptors, and clinical sites each semester.
Ensures set up of all placements, sites DC and learning activities (evaluations, time logs, patient logs) for each student and clinical course in EXXAT.
Schedules distribution of School of Nursing midterm and final student/preceptor evaluations each semester.
Views webinars and utilizes new features within the system, keeping the Director of Clinical Education updated on areas of potential streamlining/improvement.
Assists student, preceptors, CIs, staff and faculty in the use of EXXAT and troubleshoots issues related to EXXAT system.
Works closely with EXXAT Support Team and Information Technology as needed to resolve system issues. (Communication with the system vendor may be required at times.)
Coordinates and assists DCE and Placement Coordinators with training School of Nursing faculty, clinical instructors, staff, and students on use of EXXAT system.
Coordinates EXXAT site visits and monthly check-in/training calls.
Provides EXXAT placement data upon request from DCE

Manages SON Clinical Education responsibilities for compliance and credentialing: 15%

Works with IHP Compliance office to: Coordinate compliance of students' immunization status and clinical requirements for students across all programs as per above.
Collaborates with clinical education team and compliance department to ensure active affiliation agreements are in place for all clinical placement sites with appropriate BORN language within EXXAT.
Receive and review clinical agency data, including affiliation agreements and malpractice information from the Compliance Office.
Communicate and track contract requests and renewals submitted to the Compliance Office
Input data into the MA BORN annual report in concert with DCE and Compliance Office, facilitates requests for and distribution of Compact payments.
Compiles list of semester compact placements and prepares spreadsheets and journal transfer for payment requests for review and processing by DCE and Administrative Dean.
Ensures compliance and credentialing for all preceptors and students as detailed above.

Provides administrative support for the Director of Clinical Affiliations: 10%

Checks messages from department mailbox, and triages or responds on timely basis to students, preceptors, faculty, etc.
Assist with communications to students, faculty, preceptors, CIs, etc., i.e. important clinical education policy compliance and EXXAT updates, promotion of preceptor events, and EXXAT events, clinical placement opportunities, job fairs, etc.
Assist in planning and execution of student, faculty, preceptor, training and related events.
Assist with scheduling of meetings with multiple/outside participants, rooms and video calls as needed.
Take minutes at clinical education meetings as needed.
Assistance with contracts, compacts and payment as directed by DCE and as detailed above.

Other duties as assigned. Creates, compiles and maintains SON databases pertaining to clinical education including: 5%

Interfaces with IT, EXXAT and CCP staff to optimize data management systems.
Maintains high level data on preceptors, clinical instructors and clinical organizations and alumni in Teams.
Maintains database with credentials of preceptors, clinical instructors.
Reviews and assists with maintaining database of clinical placement sites for prelicensure and advanced practice and online students; includes clinical agency data, affiliation agreements for each.

Compliance data:

Maintains data on annual review of affiliation agreements in compliance with MA Board of Registration of Nursing requirements
Affiliation agreements, compact agreements, vouchers, malpractice information
Maintains or extracts clinical education data: including clinical placements requested/granted, clinical site-specific data, trending reports for prelicensure/AP tracks, and additional targets as requested. Extracts data from EXXAT, CCP, iOnline.
Updates and reports from databases as requested by Director of Clinical Affiliations for administrative planning and evaluation.
Updates preceptor database for CPD, Alumni Office, and SON, as needed.

Other shared responsibilities in concert with other members of the clinical affiliations staff:

Learns basic responsibilities of clinical education placement coordinator staff.
Assists in cross-coverage and triaging clinical placement issues in their absence.
Participates in weekly staff meetings and ad-hoc team meetings.
Participates in PL council and AP track meetings as needed
Communicates student, clinical site, onboarding, contracts and other placement issues to DCE as needed.

Additional responsibilities: Conduct shared responsibilities in concert with other members of the administrative support staff.

EDUCATION AND EXPERIENCE:

Bachelor's degree preferred
1-3 years of experience with database management/maintaining data/compliance preferred

SKILLS / ABILITIES COMPETENCIES (required):

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, student and clinical organization 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.
Advanced Excel skills highly desirable.
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.

***This is a hybrid role requiring 3 days per week onsite.

Additional Job Details (if applicable)

Remote Type

Hybrid

Work Location

100 First Avenue

Scheduled Weekly Hours

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$18.22 - $26.06/Hourly

Grade

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.

EEO Statement:

The General Hospital Corporation 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.

Mass General Brigham Competency Framework

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.

Clinical Administrative Coordinator

Benefits

Job Description