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STAFF ASSISTANT, II

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POST DATE 8/30/2016
END DATE 11/11/2016

Massachusetts General Hospital(MGH) Boston, MA

Company
Massachusetts General Hospital(MGH)
Job Classification
Full Time
Company Ref #
3023924
Location
Boston, MA
Experience
Entry Level (0 - 2 years)
Job Type
Regular
Education
Bachelors Degree
AJE Ref #
576017818

JOB DESCRIPTION

Under the direction of the GME and UME Associate Program Administrators and the Program Administrator and in collaboration with program staff, this position will provide support and administrative coordination of tasks involved in Undergraduate Medical Education programs as well as, residency recruitment and orientation, clinical competency and curricular activities of medicine intern and resident trainees. This position will administratively support the Residency Program Director, GME Program Administrator and UME Program Administrator. Will assist education and residency program staff in administrative tasks as they relate to courses, lectures, scheduling, event planning and materials preparation. Will interface with students, residents, teaching faculty, program and departmental leadership, fellowship programs and Chief Residents, to ensure that students and residents receive an optimal Internal Medicine training experience.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

JOB RESPONSIBILITIES:


* Coordinate all aspects of the annual intern orientation process, including some oversight of hospital, JCAHO, state and ACGME regulatory documentation. Manage all aspects of orientation special events and dinners.

* Assist with course/clerkship organization and orientation.

* Assist with recruitment (November early February).

* Process housestaff hospital and medical school appointments working with appropriate departmental and hospital staff to ensure accurate and timely appointments and reappointments. Ensure compliance with all applicable hospital, state and ACGME policies. Responsible for ensuring completion of limited license applications on an annual basis. Processes VISA applications and monitor their status as necessary.

* Operate as a contact for housestaff and ensure all daily operational activities and administrative needs for 180 residents are addressed in a sensitive and timely manner, resolving issues when possible and triaging to residency leadership when appropriate.

* Assist with payment schedule and electronic database tracking for teaching faculty stipends.

* Ensure completion and timely data input of all resident schedules into New Innovations so resident, teaching faculty and ancillary staff evaluations can be compiled.

* Collaborate with residency leadership on department-wide education initiatives and retreats

* Attend Meetings as assigned

* Assist with other student courses and residency program duties as necessary.

* Assist education and residency program staff in administrative tasks as they relate to courses, clerkships, lectures, room scheduling, catering and event planning and materials preparation.

* Solicits evaluations at the end of each month from faculty and at the end of each quarter from students.

* Interacts with various departments throughout MGH concerning pager lists, computer access and food.

* Maintains instructional and student files within an MGH Shared Drive

* Serves as a resource for students as necessary and as they pertain to the courses/clerkship.

* Responsible for creating the Simulation and Central Line training schedule for all Interns. Working directly with Simulation APD and Associate Residency Program Administrator to ensure resident compliance.

* Responsible for the creation and delivery of the Bigelow/Ellison Team face sheets and tracking the cost of the facesheets.




SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
QUALIFICATIONS:

Bachelor's degree preferred, but will accept a candidate with related residency experience in lieu of degree. It is strongly preferred that candidate have experience in administration of medical education programs and/or experience in a graduate medical education setting.

Requirements:

Candidate must have excellent organizational skills, effective problem-solving and analytical skills, and have an ability to exercise sound judgment in dealing with confidential and time-sensitive matters.
Excellent communications skills are essential, including verbal, written, and computer communication abilities.
Strong critical thinking, initiative, and attentiveness to detail required.
This individual must role model cultural competency, especially when interacting with residents from all areas of the globe.
Candidate must be polished and professional, and be able successfully address complex and/or challenging situations with tact and diplomacy.
Must possess excellent computer skills including MS Word, Excel, PowerPoint and Outlook.
Knowledge of, or ability to learn other software, notably eCommons, ERAS, NRMP, NBME, Amion and New Innovations, and other database management programs necessary.

WORKING CONDITIONS:

Normal office conditions. During busy times may be asked to alter work schedules to work earlier hours. During student orientation, resident orientation and recruitment there will be much standing and walking in order to assure timely coordination of these important events.

FISCAL RESPONSIBILITY:

May be asked to assist in coordination of inpatient teaching faculty stipend budget as well as assist with tracking of residency operational budget.
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.