Staff Assistant I

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POST DATE 9/9/2016
END DATE 11/17/2016

Massachusetts General Hospital(MGH) Boston, MA

Boston, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Associates Degree


Under supervision of the Nephrology Division Administrative Manager and under the general direction of the Medical Director of the Renal Transplant Program, the Administrative Assistant for Transplant Nephrology is responsible for all secretarial support for the Transplant Nephrologists pertaining to the Renal Transplant Program within the Division of Nephrology. The position requires knowledge of how a physician practice operates and familiarity of the administrative needs of busy clinicians. Requires discretion and judgment to organize priorities and complete tasks.


Coordinates, types, proofreads and edits Renal Transplant Program letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals and protocols at the highest level of proficiency. Coordinates communication from the Transplant Nephrologists to referring physicians, PCPs, dialysis centers, etc. related to the care of renal transplant patients. Specifically, the administrative assistant will mail the patients evaluation packet with cover letter from the transplant nephrologist following the patients initial transplant evaluation. Some documents may require transcription from recorded dictation.

Coordinate physician calendars to effectively manage physicians duties/schedules, including meetings and clinical responsibilities. Physicians cover inpatient services and outpatient clinics, attend frequent clinical and administrative meetings, and have teaching responsibilities. The administrative assistant will manage the physicians calendars and is responsible for scheduling patient visits.

Prepare Transplant clinic white sheets for presentation on Wednesdays

Incorporates data from existing information into spreadsheets/databases in an organized and presentable format. Provides weekly/monthly/annual reports for various activities. Such data may include time/effort reporting for Medicare required Time Studies, clinical productivity, travel expenses, or other data. Data will be entered and managed using Microsoft Excel software.

Establishes and maintains office systems (i.e. filing systems) and procedures for transplant nephrologists for smooth and efficient functioning of workflow.

Troubleshoots routine/non-routine problems 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 presentation materials, including, but not limited to graphics, slides, etc. Also, may assist downloading literature searches and printing PDF copies.

Prepares and submits check requests and travel reimbursement requests for transplant nephrologists.

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

Performs all other duties or special projects related to the transplant nephrologists or the Renal Transplant Program

Provides cross coverage for the front and back desk of the Renal Associates

Coordinate all aspects of donor events

Other duties as deemed necessary by the Transplant Nephrology course

Need strong organizational skills. Need to administratively support multiple transplant nephrologists.

Word processing skills.

Knowledge of spreadsheet and database systems.

Typing speed of approximately 55-65 WPM.

Good command of English Language and comfortable speaking with patients, other physician offices, and physicians, particularly with regard to medical tests and coordination of schedules.

Ability to work independently.

Ability to prioritize work.

Experience with Dictaphone and shorthand preferred.


Associates or Bachelors Degree, or a Secretarial Training Certificate Program.

Minimum of 3 years or related administrative support experience.


Prepares and processes check requests. No other direct fiscal responsibilities, however, is responsible for prudent fiscal management of program resources (e.g. supplies, etc.)

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.