Staff Assistant II

Massachusetts General Hospital; Boston (MA); On-site; USD 45,000 - 60,000; Full time

Job summary

Mass General Brigham's Department of Neurosurgery at 60 Blossom Street seeks an experienced Administrative Assistant to provide routine administrative and secretarial support to the Director and Associate Director, under moderate supervision.

You will manage calendars, coordinate travel and meetings, prepare reports, minutes, and correspondence, handle phone calls, expense reimbursements, transcription, and maintain confidential files for a fast-paced, multidisciplinary team dedicated to patient

Qualifications

• High School Diploma or Equivalent required.
• 0-1 year administrative/secretarial experience preferred.
• Strong verbal and written communication skills.

Responsibilities

• Prepare reports, meeting minutes and correspondence.
• Create and edit documents, spreadsheets and presentations.
• Manage schedules, arrange appointments and itineraries.
• Coordinate meetings, travel, conference calls, and complete expense reports.
• Answer and transfer phone calls.
• May perform transcription and proofread and edit literature, prepare applications for department.
• Remain knowledgeable of business unit policies.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under moderate supervision.

Skills

MS Office

Scheduling

Communication

Administrative support

Education

High School Diploma or Equivalent

Tools

Phone system

Job description

Site: The General Hospital CorporationMass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.Job SummarySummarySpecializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, Answer and transfer phone calls, prepare spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate-level support role.Does this position require Patient Care?NoEssential Functions-Prepare reports, meeting minutes and correspondence.-Create and edit documents, spreadsheets and presentations.-Manage schedules, arrange appointments and itineraries.-Coordinate meetings, travel, conference calls, and complete expense reports.-Answer and transfer phone calls.-May perform transcription and proofread and edit literature, prepare applications for department.-Remain knowledgeable of business unit policies.-May make contacts of a sensitive, complex, and confidential nature.-Completes routine tasks under moderate supervision.QualificationsEducationHigh School Diploma or Equivalent requiredCan this role accept experience in lieu of a degree?NoLicenses and CredentialsExperienceAdministrative Assistant or Secretarial Experience 0-1 year preferredKnowledge, Skills and Abilities- Basic understanding of office procedures including filing, copying, scanning, printing and faxing.- Basic Proficiency in MS Office.- Ability to use phone system.- Managing one's own time and the time of others.- Strong verbal & written communication skills.- Strong customer service skills.- Strong interpersonal, written and oral skills.- Ability to use standard office equipment.Additional Job Details (if applicable)The Department of Neurosurgery at Mass General Hospital (MGH) is a nationally acclaimed program with over 27 neurosurgeons, 40 faculty, 21 residents, and over 340 department staff and volunteer members. Our clinicians perform over 4,300 surgical procedures and over 20,000 clinical visits across its robust network and a growing Research endeavor. The right candidate would join a highly functional, fast-paced, multidisciplinary team dedicated to providing patient-focused, world-class neurosurgical care. Reporting to the Administrative Manager, the incumbent will provide administrative support to the Director and Associate Director of the Brain Tumor Immunology and Immunotherapy Laboratories in the department of Neurosurgery. The incumbent must possess expert knowledge of office information systems, as well as, understanding of the organization, programs andprocedures related to the work of the Director. This position requires discretion and judgment to organize priorities, complete tasks and handle confidential information.· Provides direct administrative support to the Director and Associate Director, Brain Tumor Immunology and Immunotherapy· Manage Director and Associate Director’s calendars, schedule meetings, and handle correspondence· Coordinate all aspects of travel for the Director and Associate Director· Handle purchasing, manage and complete invoice payments, reimbursements, and other payments as instructed· Independently maintain, track and update files for the Director and Associate Director. These include CV, Biographical Sketch, Other Support and/or other legal and administrative documents.· Provide general administrative assistance to the Director and Associate Director’s lab members· Maintain familiarity with all applicable Partners guidelines· Manage Insight submission and tracking of consulting agreements, confidentiality agreements, SAB agreements, and equity agreements for the Director and Associate Director· Provide administrative assistance with Insight submission and tracking of IRB protocols, IACUC protocols, and SRC/trial protocol documentation for the Director and Associate Director· Work closely with research administration to provide documents needed for submission of grants and contracts.· Assist the Director and Associate Director with other tasks as neededRemote TypeOnsiteWork Location60 Blossom StreetScheduled Weekly Hours40Employee TypeRegularWork ShiftDay (United States of America)Pay Range- /Grade2At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.EEO Statement:1200 The General Hospital Corporation is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.Mass General Brigham Competency FrameworkAt Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.