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

Job Description:

Staff Assistant III



GENERAL SUMMARY/OVERVIEW: Summarize the nature and level of work performed.


Under general supervision, coordinates all operational and administrative function in the Emergency Medicine academic faculty office. Requires discretion and judgment to organize priorities and complete tasks. Reports directly to the Administrative Supervisor


In collaboration with other departmental Staff Assistants, the incumbent provides complex departmental support to a variety of physicians and departments, centers, divisions, or programs, such as the following:


• Center for Neurologic Emergencies


• Center for Social Justice and Health Equity


• Center for Vascular Emergencies


• Clinical Research Program


• Emergency Ultrasound Division


• Geriatric Emergency Medicine Division


• Pediatric Emergency Medicine Division


• Pre-Hospital Care and Emergency Medical Services (EMS) Program


• Wilderness Medicine Division


In addition, the incumbent coordinates a variety of clinical, research, educational/academic, and community-based programs related to departmental needs.


PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate the key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

• Provides excellent, service oriented support to Emergency Medicine faculty that prioritizes organization, communication, proactivity, and coordination.


• Creates, coordinates, types, proofreads and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals and protocols at the highest level of proficiency. Uses dictation/transcription methods as appropriate.


• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format. Provides weekly/monthly/yearly reports for various activities.


• Establishes and maintains office systems (i.e. filing system) and procedures of the unit, practice or department for smooth functioning of workflow. May prepare procedure manuals. Continually updates and improves office systems.


• Troubleshoots routine/non-routine problems including equipment malfunctions and takes measures to correct/handle issues.


• Designs, coordinates, and maintains all confidential files (this may include slide files to be organized for lectures, patient files, residency, or fellowship programs).


• Assists in the preparation of high quality presentation materials, including, but not limited to graphics, slides, etc.


• Reviews mail, answers when appropriate, and/or forwards to appropriate person.


• Performs general clerical duties including photocopying, faxing and filing.

Assists with the orientation and training of new staff

• Processes reimbursement requests and check requests including travel-related documentation for faculty.


• Orders lab coats with appropriate embroidery for clinical staff.


• Coordinates emergency medicine student rotations and schedules necessary meetings and orientation.


• Assists in the development and organization of specialty-oriented CME courses that include clinicians from outside MGH coming here for education. Professional, high level printing and organization is required.


• Organizes and maintains routine and complex calendar management of physicians, division chiefs, and program leaders.


• Organizes and books travel arrangements for physicians and Emergency Medicine leadership. Seeks most efficient travel at the best possible price. Works with travelers to confirm plans and identify other options when necessary.


• Schedules EMS rotations for ambulance, EMS, EMT and paramedic students. Validates appropriate pre-screening and orientation.


• Processes on-boarding materials for non-employees and observers, including MIT and other outside groups or individuals. Keeps current with changing HR requirements for non-employees and observers.


• Monitors physician attendance at M&M conferences for CME credit.


• Undertakes literature searches for journal articles as specified by physicians.


• Assists in CV preparation in HMS format for physicians seeking promotion and advancement.


• Performs other duties as requested commensurate with the position.

Qualifications

• Excellent organizational skills and attention to detail.


• Independent problem-solving and decision-making abilities.


• Effective and professional interpersonal and communication skills.


• Excellent judgment and understanding of political sensitivities.


• Ability to prioritize work and perform well under pressure.


• Team player - able to assist and cooperate with the ED administrative/leadership team.

QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)


• Bachelor's degree preferred.


• Minimum of 2 years of office experience required



SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:



• Proficiency with MS Office including Word, Excel and Outlook


• Ability to learn computer systems specific to the Medical Staff Office



EEO Statement

Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged. Apply Now