Admin Staff Assistant

GENERAL SUMMARY / OVERVIEW STATEMENT:

Under the general direction of the Executive Director for Orthopaedics, the incumbent is responsible for providing administrative support to the identified members of the department while maintaining a close and highly responsive     relationship to all members of the department.  In this highly visible role, the assistant will serve as the first point of contact for key information and issues being brought to the attention of the department’s administrative leadership team.   They will also provide coverage for other designated executives on an as needed basis.

This individual:

• Performs comprehensive, administrative duties within a dynamic, fast-paced environment
• Demonstrates judgment to effectively set priorities, make decisions and work in a fast paced environment 
• Is competent, self-motivated and able to work independently receiving minimal supervision and guidance
• Demonstrates judgment to organize priorities across multiple individuals
• Schedules highly-complex meetings involving multiple individuals and organizations both within, and outside, the MGB System
• Demonstrates discretion to handle confidential information
• Needs to be able to manage a complex array of competing priorities
• Demonstrates proficiency in using Microsoft Word, Excel, PowerPoint and Outlook and has the ability to quickly learn other information systems used within the institution
• Demonstrates ability to work with both senior clinical and non-clinical staff

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Maintain a highly proficient and professional image of Massachusetts General Hospital and Department of Orthopaedics by cooperating with hospital staff to achieve goals and maintain strong employee relationships, interdepartmental relations, client and patient relationships and public relations.
• Collaborate with departmental leadership to evaluate, develop and implement various administrative systems and procedures designed to optimize workflow, thereby creating efficiencies
• Maintain exceptional organizational skills and ability to organize time and priorities effectively
• Provide phone back-up support for departmental phone lines
• Coordinate and schedule Department meetings as requested

• Work with other administrative assistants to identify times for meetings
• Order meals for meetings as required taking into consideration food allergies or other requirements
• Print and copy meeting materials as requested
• Take and distribute notes, as necessary; organize agendas

• Function as liaison for the department

• Keep track of daily issues for the attention of the departmental staff
• Greet guests as required and obtain visitor badges for those going into clinical areas
• Work with external assistants to set up visits to MGH, including dates,  itinerary, meetings, catering in conjunction with Leadership staff person who is hosting the group
• Make decisions relative to routine administrative matters and complete clerical detail of the office
• Serve as a primary triage point for administrative problems

• Serve as backup HR representative for department

• Serve as primary payroll time keeper and make KRONOS submissions for department
• Pick-up weekly paychecks and monthly T passes for distribution
• Track ET for all staff and orients identified staff to ET rules
• Complete PeopleSoft transactions
• Submit on-call payment
• Assist in on-boarding and exiting of staff
• Perform other HR functions as requested and required

• Requisition office supplies

• Maintain oversight of office supplies at all Center sites and purchase additional supplies on an as needed basis
• Coordinate office equipment and supply maintenance
• Requisition other materials as directed
• Keep log and records of orders
• Obtain taxi vouchers as required
• Obtain parking stickers/vouchers as required

• Coordinate IT, computer and phone needs

• Manage laptop and cell phone acquisition
• Coordinate IT/IS needs as requested

• Coordinate Vendor set-up and payment

• Work with Materials Management to assist with coordination of Vendor set-up
• Ensure invoices are paid as requested, either by check request or PO
• Create new POs for each fiscal years

• Assist with projects as requested; coordinate and prioritize projects with supervisor
• Maintain departmental manuals
• Make travel arrangements as required

• Scheduling of flight, hotel, car rental
• Registration for meetings/conferences

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

• Other tasks and projects as assigned

WORKING CONDITIONS:

• Open office environment

QUALIFICATIONS:

            EDUCATION: 

• • Bachelor's Degree required, Master's Degree preferred

            EXPERIENCE: 

• • Required:  Minimum of 5 years of Administrative Assistant experience required with at least 2 years supporting Senior Executives
  • Preferred: 2+ years’ experience supporting Senior Executives in a large matrix organization.  International experience and a business orientation strongly preferred.

SKILLS & COMPETENCIES REQUIRED:

Time Management:

• Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate
• Demonstrated ability to juggle multiple tasks and competing priorities
• Flexibility to handle shifting priorities and deadline pressures 

Organizational Skills:

• Maintains superior organizational skills
• Ability to effectively manage day-to-day operational tasks
• Ability to function effectively within a changing environment; is flexible to accommodate changes in priorities 

Professional knowledge and Appearance

• Extensive knowledge of record keeping systems
• Project management skills are essential
• Projects a professional appearance

Leadership:

• Demonstrates initiative, continually strives to enhance the credibility of department
• Takes ownership and responsibility for assigned activities
• Is a team-player
• Open to, and encourages feedback from, colleagues 

Discretion and Confidentiality: 

• Ability to handle sensitive matters discreetly and to ensure confidentiality

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
• Above average phone and customer service skills
• Demonstrated superior writing, grammatical and editing skills
• Has comfort and experience dealing with C-suite executives and VIP’s via phone and in person

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

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.  

: MA-Boston-MGH Main Campus

MGH Main Campus 

55 Fruit Street 

 Boston 02114

: Administrative Support

: Massachusetts General Hospital(MGH)

: Full-time

Standard Hours: 40

: Day Job

: Regular

Recruiting Department: MGH Orthopaedics

: May 15, 2024