Staff Assistant, III
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POST DATE 2/22/2020
END DATE 4/4/2020
Massachusetts General Hospital(MGH)
JOB DESCRIPTIONOrganize monthly Administrative and Executive Directors meetings, maintain distribution lists and correspondence.
Document and maintain Time off Requests in SharePoint calendar to ensure there is adequate clinical support staff coverage.
Submits department invoices, check requests and travel expense reports to Accounts Payable for reimbursement. Monitor/track expenses and reconcile variances for corrections.
Compose letters and edit dictation of general administrative and academic correspondence with high level of proficiency.
Process weekly payroll using Kronos system, resolves problems regarding paychecks and earned time.
Participates in special projects for the Chief or Administrative Manager and sees them to completion.
Schedules meetings, lectures, and symposiums.
Prepare mailing lists, brochures and arrange catering for events.
Responsible for all aspects of departmental supply orders, inventory and distribution.
Reviews and sorts office mail answering communication when appropriate.
Using proper phone etiquette answers phone calls and return messages in a timely manner.
Performs general administrative duties, including photocopying, faxing and filing.
SKILLS/ABILITIES/COMPETENCIES REQUIRED: Must be realistic, objective, measurable and related to essential functions of this job.
Possess excellent communication skills and proactively shares information
Build successful relationships with patients, clinical staff and cooperatively work as a team member.
Excellent organizational skills and flexibility to manage multiple tasks.
Ability to work independently and within a team environment.
Adaptable and efficient when managing multiple demands and shifting priorities.
Ability to identify and address problem to resolve issues and minimize the impact.
Understand and abide by a high standard of professional ethics to protect patient confidentiality.
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).
LICENSES, CERTIFICATIONS, and/or REGISTRATIONS (if applicable): Specify minimum credentials and clearly indicate if preferred or required
EDUCATION: Specify minimum education and clearly indicate if preferred or required
Minimum high school graduate, Associate or Bachelor degree, or equivalent secretarial certificate preferred.
EXPERIENCE: Specify minimum creditable years of experience and clearly indicate if preferred or required
Minimum three years of relevant experience, preferably in a hospital setting
SUPERVISORY RESPONSIBILITY (if applicable): List the number of FTEs supervised.
FISCAL RESPONSIBILITY (if applicable): Indicate financial scope information, i.e.: size of budget, volume, revenue, etc., Indicate total physician/non-physician FTE scope
WORKING CONDITIONS: Describe the conditions in which the work is performed.
Normal office conditions 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.