Staff Assistant, III at Massachusetts General Hospital(MGH) in Boston, Massachusetts

Job Description:

Under general supervision, coordinates all operational, administrative and secretarial aspects of an office. Requires discretion and judgment to organize priorities and complete tasks on or before established timelines. Function as a staff assistant to five or of more Pathology faculty. The faculty members may be from both Anatomic and Molecular Pathology and Laboratory and Molecular Medicine Divisions of the Pathology Service. Thorough knowledge and understanding of the organization, programs and procedures related to the work of the staff pathologists is essential for satisfactory performance.


Calendar Management


• Post Outlook calendar for Jackson 230 Laboratory Medicine conference room


• Book and cancel meetings for department conference rooms per established policy


• Schedule and confirm meetings and attendees


• Ensure Conference room booking is deleted for canceled meetings


• Tracking clinical service work dates


Meetings, Conferences, Lectures, Webinars, Purchasing and General Office support


• Create attendance/sign-in sheets


• Create/Copy handouts, meeting agenda/minutes and fax documents as required


• Perform all logistical coordination requested: handouts, room reservation, webinar set-up and catering


• Travel Arrangements and reimbursements using Egencia, Peoplesoft and eCheck


• Request advance authorizations as required for business meetings


• Prepare Check requests for reimbursement for travel and expenditures


• Mail duties including, Faxing, FedEx, retrieving T passes, pick-up/deliver from Mail room, WRN 2 & GR 5


• Keep notebooks up to date for Health & Safety as needed. Including but not limited to: meeting agendas, handouts, minutes and attendance sheets


• Purchase supplies as requested using eBuy, verify receipt and invoice


Faculty support responsibilities:


• Coordinate, type, proofread and edit letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals at the highest level of proficiency


• Assist faculty with credentialing for MGH and other institutions as needed


• Designs, coordinates and maintains all confidential files (this may include slide files to be organized for lectures, teaching sets and/or patient files


• Reviews mail, answers when appropriate, and/or forwards to appropriate person(s)


• Provides cross coverage for other staff assistants on an as needed basis


• Visitors/Observers - will gather required information/data to process non-employee status and visas, confirm seating/space and payment per department policy


• Will assist with report and/or slide gathering for departmental conferences or projects per departmental policy/SOP


Patient materials and Professional billing:


• Professional staff billing using Sunquest for Coagulation interpretations until automated billing is implemented


Database Management


• Input data into Access databases for email distribution lists, creation of attendance sheets, Health and Safety EC surveillance rounds, and to maintain LMM CME credits for weekly conferences.


• Produce Access database reports as requested


Software Knowledge and Proficiency:


• Microsoft Office: WORD, EXCEL, ACCESS, PowerPoint, Outlook, Adobe, CoPath


• Applications, i.e. MS Teams and Zoom. WebEx (if requested)


• Scan documents for archival on SFA (shared file areas) and to create PDF files using Adobe


• MediaLab modules for posting Cont. Education for Health & Safety webinars upon request


• Compile data and reports for presentations to department, hospital committees or publications


Performs all other duties or special projects that are unit specific and are appropriate to this level of position.



Qualifications

Knowledge and ability to perform the following are required:


o Outlook Calendar management, Word processing (Microsoft WORD),


o Data entry and printing: EXCEL spreadsheets and ACCESS forms and reports


o Preparation of Presentations and Flyers/announcements (Microsoft PowerPoint)


o Creating PDF's and converting files using scanner and Adobe


• Typing speed of approximately 55-65 WPM


• Good command of English Language; excellent verbal and written communication


• Excellent planning and organizational skills required to meet deadlines


• Ability to be an effective problem-solver, be service oriented


• Effectively interacts with all levels of Management.


• Ability to work independently, set priorities and to take initiative.


• Ability to cross train with other Staff Assistants for vacation coverage


• Ability to analyze financial and productivity data


• Ability to assist with the preparation of grant and/or budget proposals


• Ability to maintain HIPAA compliance with confidential patient materials


• Ability to handle/manage confidential patient and/or institutional information


• Assist with special projects, as assigned


• Provides functional guidance to Level I and II staff assistants


High school education/GED required



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.