Administrative Coordinator 8/25/2016

Massachusetts General Hospital(MGH) Boston, MA

Company
Massachusetts General Hospital(MGH)
Job Classification
Full Time
Company Ref #
3023671
AJE Ref #
575979515
Location
Boston, MA
Experience
Mid-Career (2 - 15 years)
Job Type
Regular
Education
Bachelors Degree

JOB DESCRIPTION

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The Coordinator has primary responsibility for providing a wide range of complex and confidential administrative support to the Sr. Administrative Manager. This position coordinates various activities and ensures that the departments day-to-day operation is efficient and effective. In addition, the Coordinator must provide excellent customer service, demonstrate initiative, take ownership of responsibilities, and complete projects with positive results.



Under the direction of the Sr. Admin Manager, works with PIs and other Administrative Staff to assist with recruitment activities, including assisting with the on boarding new employees process. Additionally, helps manage the annual evaluation process, monitor the annual increases and collection of the annual conference forms to ensure the meetings are being held according to the Joint Commission standards for all employees. Position will assist with the development and updating of new and existing policies. Carries out the department Orientation with all new employees and helps to monitor and facilitate the /exit process. Assist with management of general compliance training(s) via the Health-Stream and HUB Systems. Coordinates all research fellow committee meetings, by scheduling the meetings, sending out agendas in advance to the meeting, taking meeting minutes, and distributing the minutes accordingly after each meeting. Works with the Sr. Admin Manager to resolve, record, and report daily human resources related occurrences as appropriate. Under the direction of the Sr. Admin Manager, is a liaison to human resources as well as the communication offices.

* Serve as the timekeeper for the department of all weekly staff-prepares weekly payroll, maintains payroll files, coordinates exception forms when necessary and assist in resolving issues as they occur.

* Process all paperwork for non-employees

* Coordinate non-employee process set ups for weekly staff

* Coordinate leave of absence requests when necessary for weekly staff.

* Coordinate, develop and finalize write-ups for various committees and broad department communication

* Postdoc Committee Coordinator-coordinates meetings, takes meeting notes, manages email and letters to be sent to respective parties as necessary

* Help develop and finalize various SOPs and policies for the department

* Assist with management of safety trainings via the Healthstream and Hub System modules.

* Upkeep the internal department intranet news webpage

* Develop and adjust departmental electronic manuals and welcome packet for new employees

* Oversee departmental orientation process

* Ensure that all hospital and department policies are adhered to by Staff.

* Minimum of 3 5 years of related experience required.

* Experience coordinating training activities, meetings and events desired.

* Bachelors degree in Management or related field strongly preferred

SKILLS/ABILITIES/COMPETENCIES REQUIRED/PERFERRED:

* Familiarity with the procedures and processes of MGH administration, record of extensive, efficient and professional inter-office and intra-office interactions very helpful.

* Meticulous attention to detail.
* Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.

* Ability to prioritize tasks effectively.

* Excellent communication skills.

* Ability to provide support, direction and development to staff for evaluations and other matters needed.

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

* Ability to exercise sound and timely judgment and maintain confidentiality of sensitive information
The position requires working both independently and as a member of a team with a strong sense of urgency and initiative * Technology Skills: Exceptional computer skills necessary specifically experience with HTML and Coding knowledge, strong understanding of database management, ease of use of software and platform development of web systems including but not limited to: Photoshop, Dreamweaver, Drupal, MS Excel- Word-PowerPoint, and Adobe Professional Suite is preferred.

* Familiarity Hospital, State and Federal regulatory requirements, including hospital policies and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (Joint Commission), and Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Fair Labor Act, FMLA and VISA requirements.

* Familiarity with the procedures and processes of MGH administration, record of extensive, efficient and professional inter-office and intra-office interactions would be helpful.

* Impeccable diplomacy in working with faculty, staff, postdoctoral fellows, and graduate students.

* Experience coordinating training activities, meetings and events desired.

* Safety/Compliance: Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Health Insurance Portability and Accountability Act of 1996 (HIPAA) Ability to work with effectively and collaboratively with internal and external constituents.

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.