Project Coordinator - Learning and Development at Massachusetts General Hospital(MGH) in Boston, Massachusetts

Job Description:

GENERAL SUMMARY/ OVERVIEW STATEMENT:


Reporting directly to the Executive Director of Learning and Development and under the daily supervision of the Executive Director, this role will oversee and execute the Clinical Placement Process. Key responsibilities include managing the clinical placement database, maintaining regular communication with program leadership, faculty, clinical instructors, students, and healthcare organizations. The position also entails preparing and distributing correspondence to students, clinical agencies, and preceptors. Establishing and maintaining effective communication channels with students, partner organizations, faculty (full-time and part-time), and other stakeholders to facilitate the placement process is crucial. This role involves providing administrative support and assisting in coordinating and executing projects related to key programmatic initiatives within the Nursing & Patient Care Services Learning & Development Department. The ideal candidate must demonstrate strong initiative, engagement, and problem-solving skills, thriving in a dynamic and high-profile work environment. Attention to detail is paramount, along with the ability to prioritize tasks amidst competing demands. The position also requires providing administrative assistance to a diverse workforce, critical thinking, and adept problem-solving abilities.



PRINCIPAL DUTIES AND RESPONSIBILITIES:


Provides support to programs and/or projects coordinated through The Institute for Patient Care including:


Clinical Affiliations Program:


• Manages and coordinates undergraduate nursing students' clinical and educational experiences at MGH and affiliated health centers using the Centralized Clinical Placement program (CCP) for group and 1:1 preceptorship.


• Assists with graduate nursing placements as needed.


• Maintains relationships and consults with nursing school placement coordinators, faculty, MGH nurse leaders to coordinate instructor led group placements, Preceptorships and Dedicated Education Units with MGH staff.


• Attends Biannual CCP meetings.


• Communicates any CCP issues with CCP coordinators at the Mass Board of Higher Education


• Collaborates with multiple departments (Human Resources, Police and Security, the Privacy Office, Occupational Health, Information Systems, Legal Counsel, etc.) to credential and onboard nursing students to ensure safety and compliance with MGH requirements such as:


• Collect Flu and Covid Data from schools and send to Occupational Health


• Review non-comp reports and work with schools to collect flu/covid information to ensure all students are in compliance.


• Review HIPAA non-comp and follow up with schools for student completion.


• Onboard students with MGH non-employees using POI forms and work with Police and Security to create and code badges for nursing students.


• Addresses student issues related to their clinical to include but not limited to onboarding issues, Epic access troubleshooting and inappropriate student behavior.


• Creates comprehensive Medicare Reimbursement file for nursing students.


• Works with reimbursement coordinator at MGB to submit Medicare reimbursement for nursing students.


• Participates and answers auditor questions as they pertain to Medicare Reimbursement


• Participates in MGB Clinical affiliation Discussions for standardizing placement processes across MGB hospital systems.


• Co-lead of MGB Academic Clinical Coordinator Huddle to address Student placement concerns, collaborate as a system to meet student placement needs and to discuss and implement any CCP optimization needs of the MGB coordinators.


• Tracks clinical affiliation agreements (contracts) with (local, regional, national and international) schools of nursing and non-nursing disciplines within Patient Care Services.


• Receives, signs and tracks vouchers and issue them to staff as requested.


Global Nursing Education Program:


• Collects, reviews and approves applicants' required documents (i.e. Application, CV, Recommendation, Criminal History/Police Letter, Health Information Form) with Professional Development manager


• Collaborates with MGH Police & Security to coordinate and obtain security/badge clearance for international visitors to access appropriate areas.


• Works with the appropriate parties to coordinate a program agenda once the appropriate units, hospital leaders, and/or education programs have been identified (per the applicants' learning objectives) alongside Professional Development Manager.


• Creates invoices and collect payment via credit cards and wire transfers.


• Establishes and maintain Cvent Global Nursing Education application Website.


Event Coordination:


• Coordinates seated Chair Massages for Nursing and Patient Care Services for main campus and health centers during Nurse recognition week.


• Works with Health centers and Executive Director of MGH Nursing and Patient Care Services to coordinate logistics of event.


• Manages vendor relations and communicates schedules with massage vendor.


• Organizes staff of IPC to help assist with monitoring massage sessions during event


• Sets up Cvent registration for Nursing staff to register for massages.


Cvent


• Assists with Cvent setup for Awards, recognition, and scholarship programs.


• Assists with trouble-shooting related to above mentioned programs.


Journal Transfers:


• Initiates journal transfers for AHA and other Knight center programs for payment as needed.


• Works with Finance to ensure journal transfers are processed.


The Project Coordinator undertakes special projects as assigned by the Executive Director of the Institute for Patient and/or Professional Development Manager.



Qualifications

SKILLS & COMPETENCIES REQUIRED:


• Flexible, highly organized and thoughtful, in a fast paced, dynamic, and complex teaching hospital environment.


• Demonstrated strong written and verbal communication skills.


• Strong judgment and prioritization skills - must be able to handle confidential information and multi-task across projects.


• Excellent interpersonal skills and customer service skills.


• Ability to work effectively with all levels of leadership and staff.


• Effective analytical and creative problem solver, which will support sound decision-making.


• Excellent computer skills, including Microsoft Office suite software (Word, Excel, PowerPoint, Access, Outlook, Teams) and various software programs.


• Excellent attention to detail.


• Ability to work independently.


• Ability to work well under pressure.


• Must be willing to contribute to and foster a team player culture.


• A can-do, questioning, and clarifying mindset.



LICENSES, CERTIFICATIONS, and/or REGISTRATIONS:


Not Applicable



EDUCATION: Check boxes that best describe the minimum and preferred education requirements.


HS diploma or GED equivalent required. Some college preferred.



EXPERIENCE



Required:


§ Minimum of 7-10 years of general office work experience


§



SUPERVISORY RESPONSIBILITY (authority to hire, promote, or terminate):



FISCAL RESPONSIBILITY:


n/a



WORKING CONDITIONS



§ Standard office conditions. May include area with direct patient care activity and/or shared office setting.


§ May require manipulation of common office objects and materials


The information contained in this document is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of individuals so classified.



EEO Statement

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.