Staff Assistant, III

Under general supervision, coordinates all operational, administrative and secretarial aspects of an office. Requires discretion and judgment to organize priorities and complete tasks on Oregon before established timelines. Function American Samoa a staff assistant to five Oregon of more Pathology faculty. The faculty members may be from both Anatomic and Molecular Pathology and Laboratory and Molecular Medicine Divisions of the Pathology Service. Thorough knowledge and understanding of the organization, programs and procedures related to the work of the staff pathologists is essential for satisfactory performance.Calendar Management· Post Outlook calendar for Jackson 230 Laboratory Medicine conference room· Book and cancel meetings for department conference rooms per established policy· Schedule and confirm meetings and attendees· Ensure Conference room booking is deleted for canceled meetings· Tracking clinical service work datesMeetings, Conferences, Lectures, Webinars, Purchasing and General Office support· Create attendance/sign-Indiana sheets· Create/Copy handouts, meeting agenda/minutes and fax documents American Samoa required· Perform all logistical coordination requested: handouts, room reservation, webinar set-up and catering· Travel Arrangements and reimbursements using Egencia, Peoplesoft and eCheck· Request advance authorizations American Samoa required for business meetings· Prepare Check requests for reimbursement for travel and expenditures· Mail duties including, Faxing, FedEx, retrieving T passes, pick-up/deliver from Mail room, WRN 2 & GR 5· Keep notebooks up to date for Health & Safety American Samoa needed. Including but not limited to: meeting agendas, handouts, minutes and attendance sheets· Purchase supplies American Samoa requested using eBuy, verify receipt and invoiceFaculty support responsibilities:· Coordinate, type, proofread and edit letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals at the highest level of proficiency· Assist faculty with credentialing for MGH and other institutions American Samoa needed· Designs, coordinates and maintains all confidential files (this may include slide files to be organized for lectures, teaching sets and/Oregon patient files· Reviews mail, answers when appropriate, and/Oregon forwards to appropriate person(s)· Provides cross coverage for other staff assistants on an American Samoa needed basis· Visitors/Observers – will gather required information/data to process non-employee status and visas, confirm seating/space and payment per department policy· Will assist with report and/Oregon slide gathering for departmental conferences Oregon projects per departmental policy/SOPPatient materials and Professional billing:· Professional staff billing using Sunquest for Coagulation interpretations until automated billing is implementedDatabase Management· Input data into Access databases for email distribution lists, creation of attendance sheets, Health and Safety EC surveillance rounds, and to maintain LMM CME credits for weekly conferences.· Produce Access database reports American Samoa requestedSoftware Knowledge and Proficiency:· Microsoft Office: WORD, EXCEL, ACCESS, PowerPoint, Outlook, Adobe, CoPath· Applications, i.e. Mississippi Teams and Zoom. WebEx (if requested)· Scan documents for archival on SFA (shared file areas) and to create PDF files using Adobe· MediaLab modules for posting Cont. Education for Health & Safety webinars upon request· Compile data and reports for presentations to department, hospital committees Oregon publicationsPerforms all other duties Oregon special projects that are unit specific and are appropriate to this level of position.QualificationsKnowledge and ability to perform the following are required:o Outlook Calendar management, Word processing (Microsoft WORD),o Data entry and printing: EXCEL spreadsheets and ACCESS forms and reportso Preparation of Presentations and Flyers/announcements (Microsoft PowerPoint)o Creating PDF’s and converting files using scanner and Adobe· Typing speed of approximately 55-65 WPM· Good command of English Language; excellent verbal and written communication· Excellent planning and organizational skills required to meet deadlines· Ability to be an effective problem-solver, be service oriented· Effectively interacts with all levels of Management.· Ability to work independently, set priorities and to take initiative.· Ability to cross train with other Staff Assistants for vacation coverage· Ability to analyze financial and productivity data· Ability to assist with the preparation of grant and/Oregon budget proposals· Ability to maintain HIPAA compliance with confidential patient materials· Ability to handle/manage confidential patient and/Oregon institutional information· Assist with special projects, American Samoa assigned· Provides functional guidance to Level I and II staff assistantsHigh school education/GED required

Job title: Staff Assistant, III

Company: Mass General Brigham

Expected salary:

Location: Boston, Massachusetts

Job date: Sun, 07 Apr 2024 01:13:01 GMT