Career Center

Job Summary:

The School of Health and Rehabilitation Sciences (SHRS) is seeking someone to fill a dual role, working closely with Dr. Teresa J Kimberley, PT, PhD, FAPTA, Director of the PhD program in Rehabilitation Sciences (50%) and Director of the Brain Recovery Lab (50%). The PhD Program Manager will be responsible for general administrative and operations functions including student support and organization, budget, personnel, grant administration, academic proposals, accreditation reports, and policy interpretation in the PhD in Rehabilitation Science program. This position provides administrative support to the Program/Department/Lab Directors and/or their designees. The Program Manager will become knowledgeable about the Institute, SHRS, the PhD program in Rehabilitation Sciences, and the Brain Recovery Lab to effectively communicate and represent the School, the PhD program, Brain Recovery Lab, and IHP course offerings. The position requires close interaction and cooperation with the leadership team of the PhD Program in Rehabilitation Sciences, as well as Admissions, the Registrar, web design team, the Office of Student and Alumni Services, the Office of Information Technology, and the Justice, Equity, Diversity and Inclusion (JEDI) Office. The Brain Recovery Lab Manager role involves working with a multidisciplinary group on NIH and Industry-funded clinical trials aimed at supporting recovery for individuals with neurologic injuries. Methods used in the lab include non-invasive brain stimulation, MRI and rehabilitation interventions.

Job Duties:

Program Manager Role (50%):

The Program Manager will report directly to Drs. Kimberley and Townsend. The Program Manager is expected to work both independently and as a collaborative team member with others, including students, faculty, and staff.

General administrative operations:

• Maintains appropriate office systems, word processing, databases, drafting basic correspondence, copying, filing, processing forms and requisitions while ensuring accuracy.
• Establishes, coordinates, monitors, and revises database systems (ie, Microsoft Teams, Formstack, D2L) for accurate program records of faculty, alumni, and program accomplishments; course syllabi and schedules; student files; special funds and projects; research and recruitment efforts.
• Maintains calendars and schedules appointments for program administrative leaders.
• Performs routine office related administrative duties such as order supplies, greet visitors and prospective students, handle incoming calls, provide assistance or make referrals to appropriate staff.
• Successfully tracks and manages numerous tasks simultaneously.

Academic program support:

• Becomes well-versed in PhD program curriculum, course offerings and schedules.
• Maintains, tracks and updates student files with their CVs, biosketches, and documentation for graduation audits, while tracking student milestone progress.
• Oversees student compliance with academic requirements, immunizations and other new and ongoing student requirements.
• Supports admissions processes including assistance with recruitment, organizing and distributing applications during the review process, facilitating program communication with applicants, communicating with the Office of Admissions, etc.
• Facilitates pre-matriculation and exiting student processes.
• Supports the weekly Interdisciplinary Research Seminar: sends reminder communications to speakers and students, collects presentation information, distributes articles to students, tracks attendance and other course requirements, organizes on-sight and remote access for participants, distributes course recordings, etc.
• Markets seminar guest speaker sessions, dissertation defenses, and other events via flyers, email, Outlook/IHP calendars, Teams posts, etc.
• Schedules qualifying and dissertation exams and collect/archive exam results.
• Staffs and supports PhD committees, faculty meetings, and student meetings by assisting in the preparation and distribution of materials; scheduling, attending and taking minutes.
• Provides on-site and virtual (Zoom) course assistance as needed
• Manages term lecturer contracts.
• Identifies and communicates areas for improvement in program processes to leadership, and implement solutions accordingly.
• Organizes biannual social/ recognition gatherings for students

Communications & student-facing support:

• Serves as first point of contact for PhD program inquiries from prospective/current students by being available during weekly Seminars; monitoring department and program email and phone; and being knowledgeable in PhD program curriculum, course offerings, schedules, policy and procedures.
• Performs routine office related administrative duties such as greet visitors, prospective students, and visiting faculty; handle incoming calls; provide assistance or make referrals to appropriate staff.
• Sends program communications via email, Outlook calendar, and Teams.
• Submits requests to update program website or other marketing material as needed.

Budget & payment processing:

• Monitors spending to stay within program budgets
• Manages student funding requests: check for allowable expenses per program policy, assist with reimbursement/purchase procedures, and track individual student spending.
• Manages term lecturer, guest lecturer, and student award payments.
• Supervises graduate assistant payroll: approve Kronos timecards and track payments to stay within budget.
• Processes and tracks purchase orders, check requests and business expense reports via online accounts payable systems. Maintains familiarity with MGB Finance policy changes and processes as needed.

Event planning:

• Plans, attends, and oversees program orientation, awards ceremony, biannual receptions, and additional program events as needed.

Special projects:

• Serves on the SHRS Anti-Oppression Task Force; facilitates Justice, Equity, Diversity & Inclusion initiatives for interdisciplinary PhD students.
• Contributes to other special projects as needed to advance the PhD RS program and further IHP strategic priorities.

Lab Manager Role (50%):

The Lab Manager will report directly to Principle Investigator Dr. Kimberley. The Lab Manager is needed to work in a multidisciplinary group conducting clinical studies of neurorecovery. The manager is expected to work both independently and as a collaborative team member with investigators, staff, post-doctoral fellows, study participants, and students.

• Works closely with study participants, including patient interviewing and outcome testing, brain imaging.Documents and compiles clinical research data, schedules appointments and procedures, and maintains study databasesMeets regularly with the Principal Investigator to discuss assignments, projects and administrative matters; keeps them informed relative to status of sameAttends training courses as identified
• Organizes and/or drafts material for the preparation of research papers, manuscripts, or other documents for publication and/or presentation as appropriate
• Collects & organizes patient data
• Uses software programs to generate graphs and reports
• Assists with recruiting patients for clinical trials
• Extracts patient study data from medical records and other sources
• Verifies accuracy of study forms
• Updates study forms per protocol
• Documents patient visits and procedures
• Assists with regulatory binders and QA/QC procedures
• Administers and scores questionnaires
• Provides basic explanation of study and in some cases obtains informed consent from subjects
• Assists with study regulatory submissions
• Writes consent forms
• Verifies subject inclusion/exclusion criteria
• Performs administrative support duties as required
• Assists with NIH annual reports
• Assists with grant submissions
• Processing purchases and reimbursement

Qualifications
Education/Experience Requirements:

• Bachelor's degree required.
• 2-4 years working in office environment; program/project management experience a plus
• Familiarity with higher education and clinical research a plus.
• Experience working with an elderly, or vulnerable populations a plus.
• Experience with Redcap, Teams, Formstack, data analysis programs, or computer programming preferred.

Skills and Abilities:

• Ability to work independently and prioritize among deliverables
• Strong interpersonal and communication skills, customer and team oriented
• Must be able to function flexibly as a team player
• Exceptional organizational skills and careful attention to details
• Ability to follow directions and work collaboratively as part of a team
• Computer literacy, with working knowledge of Microsoft office suite (Word, PPT, Outlook, Excel, Teams)
• Experience with Zoom and virtual meeting management
• Familiarity with student support software and online learning platforms
• Working knowledge of clinical research protocols
• Ability to demonstrate respect and professionalism for research participants' rights and individual needs
• Initiative in anticipating and resolving problems
• Ability to effectively handle multiple tasks/projects and frequent interruptions
• Willing to take on additional duties as requested

About the MGH Institute:

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.

EEO Statement
The MGH Institute of Health Professions is an equal opportunity employer and is committed to enhancing the diversity of its faculty and staff. We welcome nominations and applications from individuals who would bring diversity of experience, thought and practice to the Institute's research, teaching and clinical missions. Applications from protected veterans and individuals with disabilities are strongly encouraged.Partner's Healthcare is acting as an Employment Agency in relation to this vacancy.