GENERAL SUMMARY/ OVERVIEW STATEMENT:


Under general supervision, coordinates all operational, administrative and secretarial aspects of an office. Requires discretion and judgment to organize priorities and complete tasks. Reports to the department Administrative Manager and/or Unit Operations Manager. Will manage patient scheduling for interventional procedures and associated imaging in collaboration with physicians to include all aspects of anesthesia scheduling.


PRINCIPAL DUTIES AND RESPONSIBILITIES:


• May include duties and responsibilities of the Clerk, Office Assistant and Administrative Staff Assistant, Level I.


• Maintains the Interventional Radiology Patient Schedule. Duties include: Scheduling, rescheduling, and cancelling all procedures in Interventional Radiology through Epic.


• Manage Procedure slots to include holding, blocking, and unblocking the schedule.


• Understands and coordinates all procedures in accordance with the department's scheduling template.


• Maintains the Epic work-queue ensuring that all procedures are scheduled in a timely manner.


• Schedule and coordinate Interventional Anesthesia cases.


• Duties may also include working with the resource team and facilitating the process of putting Inpatients on-call.


• Perform front desk role checking patients in for procedures according to all applicable Hospital Policies and Procedure


• Maintain patient records including scanning in documentation.


• Facilitate communication within department as it pertains to phone calls, messages, pages and triage of information to specific staff members/clinicians, and enhancing communication throughout the division.


• Coordinates, types, proofreads and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals and protocols at the highest level of proficiency.


• Act as an administrative liaison to referring department administrators and clinicians with the highest level of customer service.


• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format. May provide weekly/monthly/yearly reports for various activities.


• Establishes and maintains office systems (i.e. filing systems).


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


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


• Performs general clerical duties including photocopying, faxing, and filing.


• Assists with the orientation and training of new staff.


• Maintain administrative duties in primary interventional area with flexibility to cover for other Staff Assistants within Interventional Radiology.



Qualifications

SKILLS & COMPETENCIES REQUIRED:


• Typing 55 to 65 WPM required.


• Word Processing skills required.


• Knowledge of spreadsheets and database systems.


• Good command of English language.


• Ability to work independently.


• Ability to prioritize work.


• Ability to multi-task


EDUCATION:



Minimum Required:



FORMCHECKBOX FFFFFFFF6500000014000000000001000000000000000000000000000000000000000000 High school diploma, GED or equivalent


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003100000000000000000000000000000000000000000000000000 Certificate:


FORMCHECKBOX FFFFFFFF650000001400070043006800650063006B0032003600000000000000000000000000000000000000000000000000 Associate's Degree


FORMCHECKBOX FFFFFFFF650000001400070043006800650063006B0034003000000000000000000000000000000000000000000000000000 Bachelor's Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 Master's Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 Doctoral Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 None required



Preferred:



FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003100000000000000000000000000000000000000000000000000 High school diploma, GED or equivalent


FORMCHECKBOX FFFFFFFF6500000014000000000001000000000000000000000000000000000000000000 Certificate: Secretarial Science or equivalent/Secretarial Cert.


FORMCHECKBOX FFFFFFFF6500000014000000000001000000000000000000000000000000000000000000 Some college or Associate's Degree


FORMCHECKBOX FFFFFFFF650000001400070043006800650063006B0034003000000000000000000000000000000000000000000000000000 Bachelor's Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 Master's Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 Doctoral Degree


EXPERIENCE


Required: 2-4 Years of secretarial experience


WORKING CONDITIONS:


Must be able to lift over 5 pounds.



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.