Department Coordinator - Jedi (Ihp Staff)

This is a hybrid role located at the MGH-Institute for Health Professions in the historical Charlestown Navy Yard

The 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 support

• Support possible JEDI Office GA, JEDI Office temporary workers, and others.
• Provide 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.

Managing Core Office Information Systems

• Ability to navigate and maintain core office systems like MS Teams, DropBox, and OneDrive
• Serve as primary timekeeper for department time and attendance records (which supports payroll accuracy) in Kronos and related systems. (training to be provided)

Communications Work

• 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 page
• Draft and disseminate monthly JEDI Newsletter through Constant Contact,

Programs And Event Logistics Support

• D2L logistics support
• Power, Privilege and Positionality Support
• Communication support e.g., revising, updating and sending out key communication
• Help with managing and organizing document, information and information systems
• Provides 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.
• Project management support, e.g., helping to organize, update and/or maintain the calendar and materials
• JEDI Fellowship Program support
• Support planning and coordination of JEDI Office Community groups, includes scheduling, securing space and events logistics e.g., BIPOC meet and greeting,
• Event logistics support e.g., zoom management, communicating with panelists
• Logistics management e.g., scheduling meetings, booking rooms, JEDI Fellowship retreat and orientation logistics support
• Facilitator recruitment

Assistant to the Chief Equity Officer Functions (45%):

• 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.
• 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.
• Maintain a secure system for storing confidential files (electronically and in hard copy).
• Provide administrative support to the Chief Equity Officer including schedule and meeting management and other administrative functions.
• Communication with students, faculty, staff, alumni, and others who request meetings with the Chief Equity Officer (and vice versa).
• Under the direction of the Chief Equity Officer, data collection, analysis, and develop dashboards, such as using Tableau; compile information for award nominations.

Financial Responsibilities (7.5%):

• Process purchase orders and payments for departmental needs, ensuring prompt, accurate processing of check requests, accounts payable, reimbursements, and related items.
• 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).
• Assist the Chief Equity Officer in monitoring JEDI budgets and financial reports – to include proactively compiling, analyzing, and reviewing monthly and annual reconciliation reports.
• Manage travel card and related expenses for self and Chief Equity Officer.
• Problem solving, as needed, for budgetary variances/discrepancies.

Budget/Fiscal

• Assists in the timely processing of purchasing (including monthly IHP credit card account reconciliation), various check requests, and reimbursements as needed.

Qualifications

• Must have an alignment with JEDI principles and values.
• A minimum of 3 years of professional experience in administrative support, preferably in higher education.

Skills/ Abilities

• Demonstrated administrative and management skills. Excellent organizational, analytic, systems, time management, and communication (especially written) skills.
• Experience in cultivating professional working relationships with students, faculty, and staff, especially minoritized and minoritized populations in higher education.
• Demonstrated ability to organize and manage multiple projects and priorities simultaneously.
• Strong interpersonal skills,including the ability to actively listen and interact effectively with individuals and large groups.
• 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.
• Preferred experience or openness to working with Tableau or other data visualization software.

Working Conditions

• 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.
• Fast-paced office environment.

Primary Location

MA-Charlestown-MGH IHP

Work Locations

MGH IHP

Job

Administrative Support

Organization

Massachusetts General Hospital(MGH)

Schedule

Full-time

Standard Hours

40

Shift

Day Job

Employee Status

Regular

Recruiting Department

IHP JEDI

Job Posting

May 26, 2023