Staff Assistant, II

2 weeks ago

Charlestown, United States Massachusetts General Hospital Full time

GENERAL SUMMARY/ OVERVIEW STATEMENT:

This 1.0 FTE (full-time) position provides administrative support (~ .50 FTE) directly to a Physician- Scientist who is the Director of Translational Research and the Director of the Multidisciplinary Lyme Disease Clinical Research Program within the Division of Rheumatology, Allergy & Immunology, and (~.50 FTE) to supporting the administrative needs within the Center for Immunology and Inflammatory Diseases (CIID). Under the direction of, and reporting to, the Director of the Lyme Program and the DRAI Administrative Director, the individual will provide administrative support for a diverse range of scientific, clinical, academic, operational, and divisional activities.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Responsibilities include those of an Office Assistant and Staff Assistant I. Primary duties and responsibilities include, but are not limited to, the following:

Provides full administrative support including creating and maintaining appropriate office systems, ensuring smooth workflows, and updating and managing calendars effectively. Prepares general correspondence, handles travel arrangements, expense reports, and purchase orders, vouchers, and requisitions. May create and prepare procedure manuals.

Individual is responsible for handling all patient scheduling responsibilities for the Director of Translational Research in Rheumatology (Physician Scientist). Individual will manage and triage incoming calls and patient inquiries, book patient care appointments, and serve as a coordinator for the Lyme disease clinic. Position requires the use and utilization of MGH-provided software and web-based applications, including EPIC, to coordinate appointments, messages and patient needs and or requests.

Actively utilizes all Epic Cadence functions, works incoming referral WQs, orders and helps schedule outbound referrals, facilitates physician based administrative and Pool based in-basket patient gateway messages and correspondence.

Individual serves as the primary divisional visa coordinator and works closely with the MGB International Office - supporting all aspects of visa applications in the CIID and in supporting other DRAI members with their visa situations as needed.

Individual will provide administrative support to CIID Faculty Principal Investigators as needed, including coordination and submission of expense reports, travel arrangements, ordering of office supplies, and supporting general administrative needs.

Provides information and supports problem-solving, troubleshooting, and managing complex issues and situations and takes measures to correct/handle issues.

Under general supervision, helps coordinate operational and administrative aspects of the CIID - which may include maintenance of and coordination of updates to the CIID website. Position requires discretion and judgment to organize priorities and complete tasks.

Coordinates, types, proofreads and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals and protocols at the highest level of proficiency. Assists in the preparation of presentation materials, including, but not limited to graphics, slides, etc...

Assists in applications for, and maintenance of, regulatory approvals for human subjects, animal studies and biosafety protocols.

Designs, coordinates, and maintains confidential files and information such those related to lectures, patient files, sensitive personnel information, etc.

Actively reviews hard copy and electronic mail, answers when appropriate, and/or forwards to appropriate persons.

Individual will serve as a key UKG timekeeper for weekly CIID personnel.

Performs all other duties or special projects that are specific and appropriate to this level of position.

QUALIFICATIONS:

Bachelor's Degree preferred

Minimum of 3 years of directly related administrative/secretarial experience.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

Applicant must have excellent interpersonal skills with a strong ability to work effectively and collaboratively with others.

Incumbent must be able to effectively communicate, both verbally and in writing. Individual must convey a positive and service-oriented attitude and effectively deal with all internal and external contacts.

Individual must be reliable and able to work independently as needed and be able to meet deadlines.

The position requires effective writing skills and computer skills, and proficiency in/with office software and MGH programs and systems.

Must have a thorough understanding and proficiency with the Epic scheduling system.

Knowledge of spreadsheet and database systems.

Ability to prioritize work.

FISCAL RESPONSIBILITY:

Prepares and submits voucher/check requests, purchasing requisitions, and employee reimbursements in accordance with institutional policies and reconciles variances or discrepancies with appropriate fiscal personnel to make corrections.

WORKING CONDITIONS:

The position is located within a research laboratory setting - with a hybrid (on-site/off-site) work schedule a possibility. Working conditions will be within designated administrative space adjacent to the Director of Translational Research.

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