TeleHealth Admin Staff Assistant at Massachusetts General Hospital(MGH)

Posted in Other 8 days ago.

Location: Boston, Massachusetts





Job Description:

GENERAL SUMMARY/ OVERVIEW STATEMENT


The Center for TeleHealth (CTH) seeks to enable more personal, more affordable, and more efficient ways of giving care that unleashes the expertise and creativity of our providers at the times and places best suited to their needs. The Center for TeleHealth (CTH) seeks a highly motivated individual to support its rapidly expanding efforts. Under the direction of the TeleHealth Program Director, the Staff Assistant will support the operational needs of the Center.


Under the general direction of the TeleHealth Program Director, the Staff Assistant will be responsible for coordinating all operational, administrative and secretarial aspects of the TeleHealth program, including a focus on the calendar management of the Senior Director. In this role, the incumbent will maintain a close and highly responsive relationship to the Senior Director, Program Director of Operations and its members to ensure the effective management of schedules, meetings and other key issues that contribute significantly to the successful operations of the Center.


This individual:


  • Demonstrates ability to effectively set priorities, make decisions, and work in a dynamic, fast-paced environment

  • Must be competent, self-motivated, and able to work independently, receiving supervisory guidance when necessary

  • Schedules highly complex meetings involving multiple individuals and organizations both within, and outside, the Mass General Brigham

  • Demonstrates judgment to organize tasks and manage a complex array of competing priorities across multiple individuals

  • Demonstrates discretion to handle confidential information

  • Demonstrates proficiency in using Microsoft Word, Excel, PowerPoint and Outlook and has the ability to quickly learn other information systems used within the institution



PRINCIPAL DUTIES AND RESPONSIBILITIES


Serve as assistant to the Senior Director for the Center for TeleHealth, which includes arranging and scheduling meetings and appointments, managing calendars, reimbursement and travel plans and printing and copy meeting materials as requested.


  • Support meeting scheduling, printing and copying materials for the Center's group activities and as appropriate, for individual program directors

  • Manage central telehealth email inbox and phone line, and initiate first response where appropriate and triage to appropriate team member as needed

  • Coordinate the licensing process for providers in states outside of Massachusetts, and ensures that renewals are completed as necessary, working in close coordination with others who also support this work

  • Coordinate the credentialing of MGH at partner hospitals, enabling the provision of remote care at the respective facility, working in close coordination with others who also support this work

  • Maintain a highly proficient and professional image of TeleHealth by cooperating with hospital staff to achieve goals and maintain strong employee relationships, interdepartmental relations and public relations

  • Collaborate with Center leadership to evaluate, develop and implement various administrative systems and procedures designed to maximize the secretarial workflow, thereby creating efficiencies

  • Edit and format exceptional presentations for high level and leadership audiences, both external and internal to the organization.

    • Assembles materials and compiles data to develop presentations or other key documents

    • Incorporates data in an organized and presentable format




  • Develop and maintain an electronic repository of documents, presentations and final work products, in a way that is conveniently retrievable, indexable, and searchable to allow for this knowledge base to enhance the productivity and effectiveness of the Center's efforts

    • Set up and maintain files of administrative correspondence, reports and records. Maintain confidential personnel records, as needed. Maintain organized electronic files.

    • Manage document versioning, storage and updates for various efforts, including contracting, proposal development, RFP processes, etc.



  • Coordinate events (virtual and in-person) and meetings and works with outside vendors as needed

  • Coordinate celebratory and other events of the team members (e.g. birthday cards, bereavement card)

  • Function as liaison for the Center

    • Keep track of daily issues for the attention of the Center staff

    • Work with external assistants to set up visits to MGH, including dates, itinerary, meetings, and catering

    • Serve as a triage point for administrative problems and make decisions relative to routine administrative matters



  • Requisition of office supplies

    • Maintain oversight of office supplies and purchase additional supplies (e.g. technology) on an as needed basis

    • Keep log and records of orders



  • Coordinate Vendor set-up and payment

    • Work with Materials Management to assist with coordination of Vendor set-up

    • Ensure invoices are paid as requested



  • Provide additional services for the Center that support operations such as.:

    • Make travel arrangements including scheduling of flight, hotel, car rental, registration for meetings/conferences

    • Open and sort mail, highlighting important items. Initiate first response where appropriate and prepare replies for signature

    • Submit PeopleSoft expense reports

    • Ad hoc requests to support the operations of the Center



  • Performs other duties or special projects, as assigned






Qualifications

SKILLS/COMPETENCIES REQUIRED


Interpersonal/communication:

  • Excellent interpersonal/communications skills and a good command of English language

  • Demonstrates exceptional customer services skills

  • Excellent problem-solving skills along with excellent attention to detail and follow-through

  • Strong phone and customer-service skills

  • Demonstrated superior writing, grammatical and editing skills

  • Has comfort and experience dealing with C-suite executives and VP's via phone and in person



Organizational Skills:

  • Exceptional organizational skills and ability to organize time effectively, asking for direction when appropriate

  • Demonstrated ability to juggle multiple tasks and competing priorities

  • Ability to function effectively within a highly dynamic work environment; flexible to accommodate changes in priorities



Professional knowledge:

  • Extensive knowledge of record keeping systems

  • Project management skills are essential



Leadership & Character:

  • Demonstrates initiative, continually strives to enhance the credibility of Center

  • Takes ownership and responsibility for assigned activities

  • Open to, and encourages feedback from, colleagues



Discretion and Confidentiality:

  • Ability to handle sensitive matters discreetly to ensure confidentiality



Information Systems/Technology Skills:

  • Exceptional computer skills (including operating systems, Internet, spreadsheets and other office management systems)

  • Must be proficient in Microsoft Office applications including Outlook, Word and PowerPoint



LICENSES, CERTIFICATIONS, and/or REGISTRATIONS


None required.


EDUCATION




  • High school diploma required

  • Bachelor's degree or secretarial science program preferred



EXPERIENCE




  • 1+ years business experience required, preferably within a medical or public health profession



SUPERVISORY RESPONSIBILITY


Not applicable.


FISCAL RESPONSIBILITY


Not applicable.


WORKING CONDITIONS




  • This role is a hybrid role and will require at least one day per week on-site

  • The Center expectation will be to be on-site (office environment or MGH Main Campus) as needed based on business demand and/or request from leadership with appropriate notice. Time spent on the MGH Main Campus will include regular in-person contact with clinical areas, including inpatient units and hospital floors.

  • May require travel between different MGH campus locations






EEO Statement

MassachusettsGeneral Hospital is an Equal Opportunity Employer. By embracing diverseskills, perspectives and ideas, we choose to lead. Applicationsfrom protected veterans and individuals with disabilities are stronglyencouraged.
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