Program Coordinator (902)

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Background on MGH Center for Immigrant Health and Asylum Clinic

The MGH Center for Immigrant Health (CIH) is a growing interdisciplinary team whose mission is to foster excellence in clinical care, education, advocacy, and research to improve the health and wellbeing of immigrants across all departments and clinical sites as MGH and within the community. Current CIH programming includes facilitating the multidisciplinary, hospital-wide Immigrant Health Coalition, providing education and advocacy within the healthcare system and in the community, CHW-led resource navigation and care coordination, "Strong Minds" CHW-led mental health programming, medical-legal partnerships, nutritional programming, the Newcomer Welcome Clinic to provide transitional medical care to newly arrived immigrants, and the Refugee Health Assessment Program.

The MGH Asylum Clinic coordinates teams of volunteer MGH clinicians with specialized training to provide forensic medical and psychological evaluations to asylum applicants for the purposes of documenting evidence of prior trauma or abuse, in close collaboration with local attorneys and legal partners.

The Role of the Immigrant Health Program Coordinator

The MGH Center for Immigrant Health and Asylum Clinic are jointly seeking a highly motivated individual to provide administrative and operational support to both programs. This unique role will report directly to the MGH CIH Program Manager, with an indirect report to the MGH AC Medical Director and CIH leadership. The Program Coordinator will assist with the MGH CIH's diverse activities including growth and development, education, community outreach, monitoring and evaluation, qualify improvement, and communication. The Program Coordinator will be responsible for organizing and facilitating Asylum Clinic referrals from legal partners to appropriate clinical providers. They will collaborate with Asylum clinic volunteers, leadership, administrative staff, and research personnel to create a nurturing, welcoming environment, helping to implement clinic policies to reflect trauma-informed care. The Project Coordinator will work to support the CIH and AC's engagement and outreach activities, which include coordinating the joint quarterly Community Advisory Board and monthly Immigrant Health Coalition meetings, organizing the annual Migration is Beautiful inclusivity campaign, and collaborating with partner centers and institutions.

The Program Coordinator role will require strong critical thinking, independence, superb organizational skills, strong written and verbal communication skills, and a sense of accountability. The candidate should demonstrate analytical skills and ability to resolve technical problems and would benefit from a basic knowledge of data management programs and statistical software. The individual will comply with all data collection, data entry, and data integrity needs for facilitation of clinical care and reporting requirements to funders.

This position is well suited for an individual interested in pursuing graduate studies or a career in the fields of medicine, public health, social work, health administration, or nonprofit management. Career development activities include participation in AC and CIH program development, research and training initiatives, and participation in hospital-wide educational opportunities.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Administrative Responsibilities:

• Responsible for managing multiple calendars, including scheduling meetings and events; creating and distributing agendas and meeting minutes; etc.

• Manages multiple email inboxes and distribution lists, receiving and triaging incoming telephone calls and email messages.

• Assists with, develops, and distributes internal and external communications, including website content and social media accounts, priorities and task lists, PowerPoint presentations, memos, newsletters, quarterly and annual reports, publication content, etc.

• Assists with organizational budget and management of grants and awards, including expense tracking; facilitating payments and reimbursements; completing and submitting reports; etc.

• Develops and plans inventory for materials for distribution to patients/staff in clinical programs and at internal and community-facing events, such as educational badge backers, resource handouts, gift cards, etc.

• Organizes both in-person and virtual outreach activities including community events, tabling, etc.

• Organizes and completes administrative tasks relating to quarterly meetings of Community Advisory Board including recruitment, agenda setting, communication, and remuneration of participants.

Program Coordination responsibilities:

• Maintains online Asylum Clinic referral systems, triaging and responding to referrals, liaising with attorneys, recruiting clinicians, scheduling interpreters, and scheduling participants' evaluations.

• Organizes volunteers to adapt to changing programmatic needs, including AC clinical evaluations, administrative responsibilities, advocacy projects, and research.

• Liaises with community-based and government organizations, including local refugee resettlement agencies and the department of public health, to coordinate referrals, grant reporting, etc.

• Conducts data entry and collects, organizes, maintains, and analyzes clinical and program data.

• Uses software to generate graphs and reports.

• Works creatively to establish program efficiencies through technology, including REDCap, Microsoft Office Suite, Microsoft Teams, and Zoom.

• Assists with writing and managing grant proposals and IRBs for program evaluation, quality improvement, and research projects, grant preparation and administration.

• Assists the team in managing relationships with key stakeholders and community and institutional partnerships, including community agencies, other hospital systems, legal service providers and Community Advisory Board members.

• Assists with recruitment strategies and hiring/onboarding process for program staff and volunteers, including vetting applications, coordinating interviews, etc.

• Performs basic chart reviews and triage of referrals via Epic electronic medical records system

• Conducts library/literature searches.

• Assists with implementation of clinical programming.

• Engages in other activities to support the Center for Immigrant Health and Asylum Clinic leadership as needed.

Maintain professional standards and follow protocols

• Maintain HIPAA standards and confidentiality of protected health information.

• Adhere to departmental/organizational policies and procedures.

• Engages in learning and growth opportunities including attending hospital-wide educational events such as Grand Rounds and pursuing relevant training opportunities with the approval of supervisor.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Bilingual candidates preferred.

• Possesses an awareness of immigration-related trends and issues in the state and national level.

• Careful attention to detail, superb organizational and time-management skills.

• Demonstrates flexibility, adaptability, the ability to multitask and to follow through on longitudinal programs.

• Excellent interpersonal skills and ability to work both independently and collaboratively.

• Self-management skills, including ability to prioritize and set goals.

• Excellent written and verbal communication.

• Ability to maintain professional boundaries.

• Demonstrated ability to approach diverse, multilingual, vulnerable client population with respect and cultural humility.

• Accountability to self and others, including colleagues, patients, and the communities with whom we partner.

• Creative problem solver.

• Ability to manage shared file and database systems including RedCap, Microsoft Teams, Drobox, Google Docs, Microsoft Office Suite.

EDUCATION:

Bachelor's Degree required, advanced degree holders also welcome to apply.

EXPERIENCE:

• New graduates with some relevant course/project/volunteer work are welcome to apply, as are candidates with prior professional administrative or healthcare experience.

SUPERVISORY RESPONSIBILITY:

n/a

FISCAL RESPONSIBILITY:

n/a

WORKING CONDITIONS:

Hybrid, with time on site split between MGH Chelsea Health Center and 125 Nashua St administrative offices, occasional travel to other MGB or community sites.