Staff Assistant, III

The Staff Assistant III provides support to the emergency nursing leadership team. Job responsibilities include managing calendars and organizing meetings for several managers, coordinating department meetings including agenda and minutes. The Staff Assistant IIl position requires an individual who is detail-oriented, highly engaged and able to problem solve, enjoys a working environment that is fast-paced, can prioritize work within an environment of competing demands, and is able to provide administrative support to a diverse group of our workforce

Customer Service

• Greets internal and external customers in a manner that ensures the customers' needs and expectations are met.

• Effectively interacts with all levels of management.

• Provides telephone coverage and office reception coverage, including patient interactions

Clerical Support

• Performs general clerical duties including photocopying, faxing, filing, and other general office duties as needed.

• Responsible for maintenance of calendar and organizes meetings for Nursing Leadership
• Creates and maintains departmental and employee files.
• Coordinates required training and compliance of clinical staff (i.e.TB Fit testing etc.)
• Maintains departmental educational compliance spread sheets

• Responsibilities also include agenda and presentation preparation/minutes taking
• scheduling departmental meetings
• Performs all other duties that are unit specific and are appropriate to this level of position

General Office Responsibilities

• Supports orienting new employee

• Provides administrative staff support for departmental programs and initiative

• Maintains the confidentiality of employee-sensitive information

• Tracks and submits expense reimbursements/check requests for and other budget items related to department and/or departmental programs. Processes and records program dues, payments and credit assessment request

• Participates in preparation, development and maintenance of departmental program brochures, orientation documents and other material

• Tracks and submits certification reports to various agencie

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

• Provides T pass reconciliation for the entire department

Additional duties may include the following:

• Responsible for payroll for all employees (>300)

• Acts as a resource for payroll for management and staff.

• Updates departmental schedule when there are change

• Provides individual classes, staff education and counselling for staff about payroll and scheduling.

• Collaborates directly with PCS payroll lead, payroll, and other inpatient departments to assure accuracy in payroll.

• Performs other duties or special projects that are appropriate to this level of position.

Qualifications

• Excellent word processing/spreadsheet/database skill

• Excellent organizational skill

• Ability to work well under pressure

• Ability to handle sensitive/confidential information

• Requires independent judgment

• Associate's Degree in Secretarial Science/Business Preferred

• Minimum of 1year or related experience

• May require knowledge of medical terminology

Working Condition

• Standard office conditions. May include area with direct patient care activity and/or shared office setting

• May require manipulation of common office objects and material

EEO Statement

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.