Staff Assistant, III at Massachusetts General Hospital(MGH)

Posted in Other 11 days ago.

Location: Boston, Massachusetts





Job Description:

The Staff Assistant III provides support to leadership, associated administrative staff and clinical staff throughout the Department. The Staff Assistant III position requires an individual who is detail-oriented, highly-engaged and able to problem solve, enjoys a working environment that is high-profile and fast-paced, can prioritize work within an environment of competing demands, and is able to provide administrative support to a diverse group of our workforce.



PRINCIPAL DUTIES AND RESPONSIBILITIES:



Customer Service



  • Functions as the point of contact for the Director(s); may support more than one Director.

  • Effectively interacts with all levels of management




General Office Responsibilities



  • Effectively manages Director(s) calendar(s) and provides some calendaring support for Director staff

    • Coordinates meetings, utilizing calendar application functionality and calls with other administrative assistant to optimize efficiency

    • Utilizes MGH resources to book conference rooms



  • Manages the day-to-day operations of the office including ordering office supplies based on need and coordinating office equipment repairs

  • Analyzes and evaluates administrative systems and practices, such as record keeping systems and and office supply inventory management looking to improve work flow, simplify procedures or implement cost reductions.


  • Provides coverage for other administrative support staff/functions in office


  • Supports orienting new employees, students, interns, fellows to department

  • Maintains the confidentiality of employee-sensitive and select institutional information



  • Tracks and submits expense reimbursements/check requests for and other budget items related to department and/or departmental programs. Processes and records program dues, payments and credit assessment requests.

  • Supports non-employee back-end operations

  • Liaises effectively with other MGH and Partners departments, including but not limited to Client Service Support, Facilities and Security, IS

  • Supports and tracks Agency Nurse Timecard,invoicing, and ob-boarding processes

  • Troubleshoots routine/non-routine problems and takes measures to correct/handle issues

  • May coordinate space management for the department (i.e. environmental/safety concerns, moves, renovations, etc.).



Additional duties may include the following:


  • Preparing and supporting payroll and/or scheduling processes

  • Responsible for paying bills, invoicing and keeping budget records for the department

  • Performs other duties or special projects that are appropriate to this level of position






Qualifications

SKILLS & COMPETENCIES REQUIRED:



  • Excellent interpersonal skills and customer service skills required for high volume, extremely interactive office environment


  • Strong judgment and prioritization skills


  • Excellent computer skills, including email and calendaring, Microsoft Office software (Word, Excel, PowerPoint)


  • Ability to handle confidential information


  • Ability to work independently


  • Ability to work well under pressure


  • Ability to prioritize work


Education:


High school diploma, GED or equivalent required. Some college or Associate's Degree a plus.


Bachelor's Degree preferred


Minimum of 3-5 years of general office or related work experience



EEO Statement

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.
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