Staff Assistant, II Oral Surgery
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POST DATE 8/19/2016
END DATE 10/28/2016
Massachusetts General Hospital(MGH)
JOB DESCRIPTIONUnder the supervision of the OMFS Medical Director, Quality & Safety (Q&S) Director, and Administrative Director (AD), coordinates the day to day schedules and related business agendas for the Medical Director and AD. Prepares and updates monthly and annual data and tracks work plans. Assists department administration with the effective management of the offices daily operations. Assists the Quality and Safety Director in completing quality and safety mission and initiatives for the Department.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
May include duties and responsibilities of the Clerk, Office Assistant, Staff Assistant I as well as:
Creates and maintains schedule of OMFS Medical Director and AD,
Creates, designs and maintains various relational database and spreadsheet applications,
Coordinates all administrative/secretarial aspects of departmental/unit specific programs. Responsibilities may also include: database maintenance, agenda preparation, project scheduling, file management and organization, etc.
Effectively interacts with all levels of management. Provides administrative support to the Medical Director and AD
Handles confidential institutional information,
Performs all other duties that are unit specific and are appropriate to this level of position,
Provides cross-coverage for other Department admin support staff as needed.
SPECIFIC DUTIES RELATED TO OMFS:
STAFF ASSISTANT TO THE MEDICAL DIRECTOR AND AD
Schedule meetings, maintain calendar,
Maintain travel calendar, make reservations, complete forms, etc.,
Open mail, handle correspondence,
Track reimbursements, expense submissions
Review, print, distribute copies of patient notes for Medical Director
DEPARTMENT QUALITY AND SAFETY COORDINATOR FOR THE QUALITY & SAFETY (Q&S) DIRECTOR
Coordinate ongoing and new department initiatives, coordinating logistics such as project timelines, agenda development, production and distribution of meeting minutes and documents, and preparation of reports on project status
Assist in triaging safety reports submitted through the safety reporting system and determine the types of follow-up required, identify questions to be addressed
Assist in preparation for monthly OMFS Q&S meeting with MGH Quality & Safety Program Manager to review and discuss OMFS Q&S reports,
Prepare department quality and safety reports,
Participate in the development of performance improvement tools, and the implementation of these tools into the departments workflow, to include OPPE, weekly stats, readmissions, etc.,
Coordinate with various different departments and teams to receive and provide updated data and reports, checking for content/format, etc.,
Keep current with emerging trends in hospital Q&S initiatives integrating key concepts into analysis and reports,
Assist in identifying current and future department development needs in collaboration with Department Q&S Director,
Provide superior customer service always. Establish effective and collaborative working relationship with members of the Q&S community across the hospital.
Additional responsibilities at discretion of the Quality & Safety Director
Payroll: Serve as Department timekeeper using the Kronos system,
Peoplesoft: perform transactions as requested, to include coordinating monthly and quarterly billing to affiliates and tracks payments through peoplesoft database for Harvard School of Dental Medicine (HSDM) and others as required,
Independently maintains Department Education Research Fund (ERF) database and processes payments via check requests
Orders department supplies and processes department invoices using eBuy and Ergonomics as needed,
Create and maintain Purchase Orders (POs) for Department with direction of Dept AD
Update Faculty Out Time Calendar,
Prepare and assist with editing and managing manuscripts including formatting,
Experience with end note formatting,
Assist with research grant application including typing, editing and formatting,
Assist in tracking and processing of OMS Foundation student grants
High School Diploma Required
Bachelors Degree strongly preferred
1-3 years of related administrative experience required.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Excellent word processing/spreadsheet/database skills.
Typing speed of 65 WPM
Excellent organizational skills
Ability to work well under pressure
Ability to handle sensitive/confidential information
Requires independent judgment
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.