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Staff Assistant, III Full-time

at Massachusetts General Hospital(MGH) in Massachusetts (Published at 19-11-2019)

The Medical Microbiology Laboratory at the Massachusetts General Hospital is seeking a Staff Assistant to assist the Laboratory director, faculty physicians, administrative supervisors and laboratory staff. The medical microbiology laboratory is a large, complex laboratory serving the MGH and affiliated practices. The laboratory has 4 physician directors, technical and administrative supervisors, technical staff as well as fellows, residents and medical students. The Director and faculty members also teach and have academic responsibilities at Harvard Medical School. Thorough knowledge and understanding of the organization, programs and procedures related to the work of the staff physicians is essential for satisfactory performance.
Under general supervision of the Director, the staff assistant will work independently to provide administrative support to the laboratory director, physician staff, laboratory supervisors and laboratory staff and coordinate all operational, administrative and secretarial aspects of an office and laboratory which represents Microbiology to the hospital, physicians, outside agencies, patients and guests.

The Staff Assistant is expected to carry out the following tasks with general, but not daily direction. Must be able to set and adjust priorities, meet deadlines, and perform periodic tasks without prompting. Is responsible for the quality and timeliness of the outcomes/products/results of all assigned tasks. Requires discretion, judgment and ability to work independently. Must be able to manage a very wide range of tasks with minimal supervision. Although the individual will work with a high degree of independence, they must also use judgment about communicating decisions and actions to Director and escalating issues as appropriate. Principle duties and responsibilities for Laboratory Director and Physician Faculty:

1. Maintain calendars and gives daily updates.

2. Maintains Microbiology Director on Call schedule.

3. Prioritize and summarize all mail, e-mail and phone calls

4. Respond and schedule all meeting requests; when necessary arrange conference room

5. Maintain CV?s for each faculty member

6. Assist with submission of manuscripts for publication

7. Retrieve references from journals an prepares list of references for publications

8. Assist with submission of grants

9. Make travel arrangements as needed

10. Process business expenses and travel reimbursement in a timely manner

11. Assists in preparation of presentation materials such as Power Point slides

12. Assists Director in management of Microbiology Fellowship Program

13. Assists in management of Harvard Medical School Clerkship

14. Able to transcribe from voice files.

15. Maintains and updates physicians? medical license renewals, DEA certificate renewals, appointment and credentialing files, and assembles materials for submission.

16. Manages and provides month updates on faculty funds

17. Performs special projects under the direction of the laboratory director that are unit specific and are appropriate to this level of position.

Principle duties for Technical and Administrative Staff:

1. Types, formats, proof reads and revises SOP?s which are reviewed and revised annually

2. Creates daily Significant findings report and distributes to relevant hospital stakeholders.

3. Works closely with Supervisors to submit all proficiency (CAP) challenges and organize and manage/file results.

4. Helps organize and maintain database of employee competency

5. Manages incoming communications to the laboratory by fax, e-mail and phone

6. Responsible for coordinating and maintaining all confidential and administrative files which include patient reports, training program files, and personnel files.

7. Maintain personnel files for supervisors and lab director including documentation of licensure, signature files, and diploma?s.

8. Coordinates and distributes upcoming performance evaluations

9. Maintain laboratory databases such as the equipment database

10. Review and update Safety data sheets

11. Assist Supervisors in preparation for Joint Commission Surveys

12. Maintains inventory and orders of office supplies and dietary supplies

13. Assists supervisors in management of laboratory scheduling

14. Distributes Mail and monthly T passes

Minimum qualification: high school diploma. Associate?s Degree in Secretarial Science/Business, or a Secretarial Training Certificate Program desirable.
Minimum of 5 years or related administrative experience. Word processing skills; typing speed of approximately 55-65 WPM Ability to transcribe voice files and dictations Excellent computer skills, including Outlook, Outlook Scheduling, Excel, intra- and internet, eBuy and PeopleSoft Excellent verbal and written communication including familiarity of relevant medical terminology Excellent customer service and interpersonal skills Ability to file, photocopy, scan and fax Ability to identify and resolve problems Ability to work independently as well as the member of a team Ability to manage multiple tasks and prioritize work
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.
Primary Location: MA-Boston-MGH Main Campus Work Locations: MGH Main Campus 55 Fruit Street Boston 02114 Job: Administrative Support Organization: Massachusetts General Hospital(MGH) Schedule: Full-time Standard Hours: 40 Shift: Day Job Employee Status: Regular Recruiting Department: MGH Pathology/Clinical Labs Job Posting: Nov 19, 2019

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