Location: Hybrid – Boston – potential to become fully on-site
Position Type: Part-Time, 12 hours per week
Summary of position:
The Baker Center for Children and Families (also known as Judge Baker Children's Center), promotes the best possible mental health of children and families through the integration of research, intervention, training, and policy.
The Program Coordinator provides administrative support for the Child Mental Health Forum (CMHF), a monthly lecture series. The Program Coordinator communicates and coordinates lectures with the CMHF Director to lecturers, speakers, and professional attendees. The Program Coordinator prepares and submits required materials for continuing education accreditation and coordinates luncheons and other meetings and functions. The Program Coordinator maintains an awareness of center-wide programs to support the CMHF Director and ensure a positive experience for speakers and attendees.
What's in it for me?
- Based at the prestigious Harvard Medical School-affiliated Baker Center for Children and Families, we offer a wide range of experiences in a clinical child mental health setting, while coordinating and participating in the Child Mental Health Forum lecture series and continuing medical and professional education for medicine, psychology and related disciplines.
- Opportunity to work closely with and be supervised by the Director of the CMHF series, an academic and practicing child and adolescent psychiatrist and physician and Harvard Medical School professor.
- Access to libraries, facilities and opportunities at the Harvard Medical School-affiliated Baker Center, which houses dissemination projects, clinical services, a therapeutic day school and other therapeutic programs, the Department of Children and Families child protection hotline, etc.
- Attendance to the highly reputed Child Mental Health Forum monthly lecture series.
- One on one training, consultation sessions, and ongoing mentorship and supervision by the previous CMHF coordinator, with regular check-ins to ensure progress and readiness.
- Training will cover key areas such as the process and tracking of speakers' selection, invitation and coordination/documentation follow up, the process of accreditation application through approval, video and audio recording, editing, formatting, post-processing and uploading for the Vimeo video channel platform or similar platforms, and various software and technologies used in the office. Training will cover duties listed on the job description and posting.
Essential duties :
- Sends email invitations to potential lecturers. Maintains communication with speakers (e.g. collecting speakers' documentation, handling checks for speakers, confirming audio visual needs with speaker and facilities, requesting and distributing PowerPoint presentations, etc.
- Regularly follows up with speakers to confirm participation, and obtain required materials (e.g. talk titles, credentials, affiliations, abstracts, presentation slides, conflict-of-interest forms, etc.). Responds to emails, phone calls and other communications in a timely and efficient manner (within 24 hours) utilizing formal and polite language. Handles post-presentation contacts.
- Update in real time the “speakers' list” table and document corresponding to the lecture year, entering in real time any new developments. Updates TO DO list on Dropbox or similar cloud service in real time, collecting all emerging tasks or projects.
- Greets speakers and attendees, ensures that sign-in/registration is completed. Monitors statistics and registration of live and online attendance.
- Prepares and sends lecture announcements (for “Save the Dates”, yearly calendars, and individual lectures) in a timely fashion via email blasts to distribution lists with the frequency, language and format requested, on the required dates. Prepares, distributes and collects documents (e.g. sign-up sheets, certificates of attendance, handouts, and lecture announcements).
- Performs video and sound live streaming and recording, during, before and after lectures. Video editing and production (post-process) of the videos recorded to be uploaded to the CMHF Vimeo channel or equivalent platform within 2 weeks after lecture, social media, etc.
- Completes and submits documentation to the organizations which accredit the lecture series (Harvard Medical School, Baker Center, etc.). Accreditation forms must be submitted for review and approval several times a year.
- Tracks Continuing Education/Continuing Medical Education (CE/CME) hours, units, and credits earned and tracks submitted evaluations. Maintains all CE/CME/CMHF records and files. Prepares and mails CE/CME certificates as needed.
- Compiles and maintains a comprehensive reference document outlining all recurring tasks for the lecture series, providing an accessible guide to responsibilities and deadlines across the week, month, and year.
Qualifications
Education:
- Bachelor's degree in Psychology, Public Health, Marketing, or closely related field required.
- Career interest in Child Mental Health or related field.
- Minimum commitment of 2 years (3 years or longer preferred)
Experience:
- 1-2 years of experience or a major in one or more of these areas is considered relevant but not required:
- Psychology and mental health, child development, parenting and/or working with children.
- Public health, biology, cognitive sciences, camps.
- Marketing, advertising, use of social media, video platforms, or other public platforms; education, and event organizing.
- Teams' participation and leadership, such as in high school and college varsity teams, or in mindfulness or mind-body activities (e.g., yoga).
- Familiarity with running and using scanning, printing, and photocopy equipment and other office equipment such as fax machines, postage machines.
Training:
- Excellent computer and typing skills, including familiarity with MS Word, Excel, Outlook, PowerPoint, creating PDFs, managing emails, Zoom and other similar video chat platforms.
- Knowledge or ability to learn iMovie and Clipchamp or similar video and audio editing programs, Paint or Canva, and Vimeo, YouTube or other video platforms.
- Familiarity with running and using scanning, printing, and photocopy equipment and other office equipment such as fax machines, postage machines
Application Requirements
- Cover Letter
- Resume
- Unofficial college transcripts (pdf of official transcript is acceptable)
- Three references. Include: names, position, email address and phone numbers.
- Three letters of reference, if available.
Logistics
License/Certification: N/A
Salary: $22.00 - $24.00 per hour
Open Date: Open Until Filled
Benefits
We offer 50% discount on monthly MBTA passes, immediate enrollment into retirement, with company contribution (4%) and match up to (4%) after 2 years of employment. We offer opportunities to get involved in various department/organization improvement committees and activities. For a full list of benefits please visit our website at bakercenter.org/benefits and check this table: https://www.bakercenter.org/application/files/2017/1436/1662/Benefits_Summary_23-24.pdf
We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions or any other characteristic protected by law.
Equal employment opportunity, including veterans and individuals with disabilities.
