Staff Assistant, III

Staff Assistant, III

- (3141827)
GENERAL SUMMARY/ OVERVIEW STATEMENT: MGH Pharmacy Administration seeks an experienced and highly organized Staff Assistant III to support several administrators within the department. Under the direction of the Executive Assistant the Staff Assistant performs the responsibilities outlined below.
PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Maintain complex administrative calendars for multiple individuals: arrange and schedule meetings, interviews, and appointments; will include coordination with external organizations. Send out timely notification of scheduled meetings; plan for meeting site and attend to other details as directed, such as agenda preparation, set up/reserve A/V equipment for presentations, WebEx and coordinate with catering as needed.
• Assist administrators and other staff members with clerical duties such as faxing, filing, copying and scanning, typing reports or letters, formatting references in manuscripts and assisting with the creation and editing of documents, spreadsheets or powerpoint presentations.
• Prepare and process invoices and reimbursements, including employee business expense reimbursements, check requests, and purchase orders in accordance with Partners purchasing policies and procedures. Keep appropriate files to ensure all expenses submitted are paid/processed by Accounts Payable timely and accurately.
• Provide phone coverage for administrators, including accurate message taking and the transferring of calls.
• Make travel arrangements for administrator attendance at out-of-town conferences or seminars.
• Open and sort mail, pointing out items of interest; attach appropriate files to the correspondence to be answered by administrators.
• Requisition office supplies on a needed basis, requisition other materials as directed.
• Provides cross coverage for other staff members for absences, vacations, etc. and during variations in workflow, as needed
• Upkeep of office equipment – including printers & fax machines; serve as liaison to Ricoh for office equipment repair, maintenance, and contractual supply orders.
• Office Supply Inventory Management including monitoring of supplies on hand, review and order of special requests through E-Buy in PeopleSoft), sorting and storing of supplies delivered in the department in File Cabinet.
• Provide assistance with special project as needed
• Competent in use of MS Office including Access and Excel, PowerPoint, word or equivalent applications
• Interpersonal, organizational and time management skills are highly valued.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Independently prioritize tasks and set deadlines
• Excellent organizational and time management skills
• Excellent interpersonal skills and the ability to communicate with all levels of staff across institutions
• Ability to work well as a member of a team
• Proven ability to thrive in a busy work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests
• Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note) and to take complete and accurate messages
• Ability to interpret information as appropriate, answer more complex questions in the most professional manner and communicate in a professional, courteous, clear and concise manner
• Exceptional computer skills including advanced knowledge of Microsoft Office (Word, PowerPoint and Excel), Microsoft Outlook and Windows-based operating systems
• Intermediate understanding and use of medical terminology
• Ability to maintain confidentiality and privacy, which is consistent with HIPAA guidelines

LICENSES, CERTIFICATIONS, and/or REGISTRATIONS (if applicable): None
EDUCATION: High School diploma or GED required: Bachelor’s degree preferred
EXPERIENCE:
Minimum of 3-5 years of experience supporting administrative/organizational leadership required; healthcare setting preferred
EEO StatementMassachusetts 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 Pharmacy Job Posting Dec 22, 2020