Staff Assistant I - Boston, United States - Massachusetts General Hospital(MGH)

Description

Job Title: Staff Assistant I Date Created: Oct 2021

Job Code: 000701 Grade: 066 FLSA Status: Non-exempt

Department/Unit/Section: Department of Surgery/Trauma Prepared By: Jawad Tariq

Reviewed By: Aaron Nadeau, Human Resources

Reports To: Practice Manager Date Last Revised: Nov 2023

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

Under the general supervision of the Program Manager, provides administrative support to TESSCC attending physicians, Medical Director of Blake 12, Director of Quality Division of Trauma, Emergency Surgery and Surgical Critical Care, Director, Clinical Research, Director, International Research Fellowship.

Works with administrative leadership and clinical staff members to ensure a quality-based, customer-oriented flow of work. Requires discretion and judgment to organize priorities, complete tasks and handle confidential patient and Partners business information. Responsibilities include office reception; scheduling meetings, preparing and distributing meeting minutes, reports, manuscripts and other Trauma Program correspondence; performing photocopying, faxing, and establishing and maintaining filing systems; and answering telephones. Works collaboratively with the Trauma Program administrative team and other Trauma Attending Physicians on a day-to-day basis.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate 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.

• Answering and screening of incoming telephone calls and inquires.
• Handle correspondence: mail, envelopes, faxes, etc.
• Manage calendars and schedules.
• Schedules, organizes and coordinates meetings, events and staff trainings including but not limited to preparing agenda and presentation materials, coordinating speakers, reserving conference rooms, catering, room setup, and other logistical planning.
• Arranging travel for national and international meetings and conferences
• Update curricula vitae
• Compile and manage submissions to national conferences.
• Assist with recredentialing/licensure process, including obtaining clinical evaluations.
• Ensures timely renewal and maintains files of physician's medical license(s), DEA certificate, professional liability insurance, etc. Prepares and maintains files of hospital and managed care plan credentialing documents.
• Provide purchasing support for the office.
• Communicate with manager for funding information and approval.
• Communicate with requester (staff member), Partners Purchasing Department, and/or vendors to determine the best item/vendor to fit their needs.
• Communicate with staff, vendors and PHS Accounts Payable regarding payment processing and status.
• Create and track Requisitions with the PHS eBuy system.
• Process and track invoices for payment via purchase order or check request.
• Receives and processes monthly bills for payment.
• Organize applications for review.
• Onboarding new providers or fellows: including but not limited to orientating to office, providing badge access, assist in obtaining scrubs, pager, network access, PeopleSoft ID, phone/computer, and work space.
• Schedule weekly meetings with fellows and Attendings to discuss ongoing projects.
• Update and maintain fellows' database containing applications, accomplishments during program, continuity of projects, and headshots.
• Course Coordinator: Trauma/Critical Care Didactic Conference and Journal Club
• Schedule speakers for meetings
• Collect and maintain record of required CME documents from speakers provided by the PHS Office of Professional Development (CPD)
• Secure conference room, A/V set up and order catering.
• Prepare and distribute announcements.
• Performs other duties that are appropriate to this level of position.
• Provide back-up administrative support for the division.
• Other duties as assigned.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: MUST be realistic, measurable, objective, and related to the essential functions of the job.

· Time Management/Organization: Exceptional organizational skills, ability to manage time and priorities effectively and the flexibility to handle multiple tasks and deadline pressures, asking for direction when appropriate.

· Independence/Decision Making: Ability to address inquiries and make appropriate and timely decisions Ability to take initiative, but also to accept direction and seek guidance appropriately; Ability to identify issues/projects and initiates plans to address; Possesses forthrightness and integrity.

· Fiscal Responsibility: Ability to ensure economical use of supplies and efficient use of time.

· Information Systems/Office Equipment: Exceptional skills in information and telecommunications hardware and software systems required for position (Windows, Word, Excel, Outlook, PowerPoint, and internet);

· Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.

· Interpersonal/communication: Excellent interpersonal/communications skills and political savvy to enable effective interactions with personnel at all levels of the organization and to appropriately represent the Chief/Director/Manager and the Department in a positive manner; Possesses a good command of medical and scientific terminology.

· Critical Thinking/Decision Making: Effective analytical skills; Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions.

WORKING CONDITIONS: Describe the conditions in which the work is performed.

Normal office conditions.

SUPERVISORY RESPONSIBILITY: List the number of FTEs supervised.

None. May provide guidance in the work of others.

FISCAL RESPONSIBILITY: Indicate financial "scope" information, i.e.: size of budget, volume, revenue, etc.

None. Is responsible for prudent fiscal management of program resources (e.g. catering expense, supplies, etc.).

APPROVAL:

Department Manager: Jawad Tariq Title: Practice Manager Date: 11/29/2023

The above is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities, or skills of personnel so classified.

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

EDUCATION:

• Minimum Required: High School diploma
• Preferred: Bachelor's Degree

EXPERIENCE:

• Required: 1-3 years' experience in an administrative office setting (healthcare-related preferred)
• Knowledge of basic medical terminology preferred.

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.

: MA-Boston-MGH Main Campus

MGH Main Campus

55 Fruit Street

Boston 02114

: Administrative Support

: Massachusetts General Hospital(MGH)

: Part-time

Standard Hours: 20

: Day Job

: Regular

Recruiting Department: MGH Trauma Surgery

: May 15, 2024