Position Overview:
The Occupational Health Coordinator is responsible for optimizing the operational aspects of the Occupational Health service at MIT Health, including communications, inter-institutional relationships, meeting and event management, project coordination, data and report management, tracking and monitoring, and billing administration. This position will interact primarily with the Clinical Director of Occupational Health.
Principal Duties and Responsibilities*
- Coordinate and perform day-to-day operational activities for Occupational Health projects, including internal partnerships, managing program timelines and schedules, communication, coordinating meetings, and providing project updates.
- Facilitate effective communication and collaboration among team members and stakeholders. Monitor information on MIT Health webpages to coordinate updates about Occupational Health with the Communications team. Develop and execute marketing strategies to promote occupational health services.
- Cultivate, maintain, and manage positive relationships with representatives of client departments at MIT and of the external clients of Draper Laboratory, Whitehead Institute, and Broad Institute. Maintain strong communications with the various clients to ensure needs are being met in a timely manner.
- Assist in developing and implementing strategic plans, including objectives, goals, timelines, resource requirements and implementation.
- Identify opportunities for service enhancement and expansion.
- Coordinate relationships with appropriate representatives of Human Resources and Environmental Health and Safety as well as internally with other MIT Health staff.
- Organize and execute events, learning activities, and meetings, including preparing agendas and necessary documentation, ensuring seamless logistics. Efficiently organize and manage the Occupational Health team calendar, ensuring optimal use of their time and timely attendance to appointments. Provide support in committee meetings as required.
- Review, draft, proofread, and edit documents, presentations, and reports. Track received source documents and the time edited documents are in process. Coordinate document sharing with appropriate stakeholders.
- Maintain organized and up-to-date occupational health files, both digital and physical, ensuring easy retrieval of relevant information. Ensure accuracy and reliability and resolve questions, inconsistencies, or missing information. Ensure adherence to ethical standards and regulatory compliance.
- Educate the workforce about available services, help them understand the appropriate administrative process, and inform them about the various stakeholders who are involved.
- Serve as the point person at MIT Health for worker’s compensation. Assist Billing and Budgeting with issues regarding workers compensation and client billing.
- Handle sensitive information with the utmost confidentiality and discretion.
- Other duties as assigned.
Minimum Required Education and Experience:
- Bachelor’s degree with a concentration in administration, business, or public health required.
- 2 years of experience in program or project management, business operations, academic research coordination, and/or healthcare administration
- Excellent verbal and written communication skills via all modalities (in-person, Zoom, phone, email, fax, mail).
- Able to work effectively in a team-oriented environment with an understanding of business etiquette and professional protocol. Comfortable with interacting with individuals of wide variety of backgrounds. Familiarity with healthcare, academic, or research environments is a plus.
- Has excellent organizational skills, is detail and result-oriented, is capable of managing multiple tasks and priorities simultaneously, and is able to work efficiently with minimal supervision.
- Able to identify challenges, adapt to changing circumstances, and proactively implement practical solutions. Recognizes emergencies and appropriately responds using standard operating procedures and critical thinking skills.
- Must be proficient in MS Office suite and other relevant document creation and communication software. Experience with project management software is desired, and experience with electronic health records is a plus.