Executive Staff Assistant
GENERAL SUMMARY/ OVERVIEW STATEMENT:
Reporting to the Chief of Urology, and receiving additional general direction from the Senior Administrative Director and Operations Manager, provides expert executive-level administrative support to the Chief for all administrative activities.
Possesses expert knowledge of complex office procedures and office information systems as well as understanding of the organization, programs, and procedures related to the work of the Chief of Urology.
Works with the Senior Administrative Director, Operations Manager, and Clinical Director to ensure a quality-based, customer-oriented flow of work.
Requires discretion and judgment to organize priorities, complete tasks and handle confidential patient, physician and administrative information.
Responsibilities include:
complex calendar management, coordination of credentialing and onboarding of new faculty and professional staff, office reception; preparation of correspondence and manuscripts, including dictation transcription; preparation and maintenance of Chief's daily schedule; arranging clinical and administrative coverage for the Chief, scheduling meetings with senior executives and other leaders, answering telephones, and performing/coordinating special projects for Chief, Senior Administrative Director and department leaders as may arise from time to time.
PRINCIPAL DUTIES AND
Responsibilities:
Performs all duties and responsibilities of Staff Assistant I-III.
Maintains Chief's calendar(s) in Microsoft Office, including scheduling of clinical time, meetings, and appointments.
Coordinates with Operations Manager and Patient Service Coordinators to update patient schedules.
Maintains calendar of Senior Administrative Director.
Meets regularly with Chief/Senior Administrative Director/Operations Manager/Clinical Director.
Prioritizes work for the day and the week.
Works with the Chief/Senior Administrative Director to establish office policies and procedures.
Ensures that the Chief/Director/Manager is informed regarding schedule of appointments, project progress, etc.
Manages new physician (attending MDs, Fellows, Residents) credentialing, payor enrollment, hospital appointment and HMS appointment.
Works with Chief, Senior Administrative Director, Operations Manager, and Clinical Director to provide new staff with appropriate on-boarding and orientation.
Proactively manages MD reappointments and recredentialing.
Works with Chief and faculty to pursue HMS promotions.
Oversees administrative process and ensures appropriate feedback and response is initiated.
Works with Education Coordinator to manage and coordinate the MGH Urology/Harvard Sub-Internship rotations.
Coordinate with necessary stakeholders and communicate with preceptors and other department members to orient and supervise during rotation.
Manages and oversees the onboarding and scheduling of Observers, Visitors, and Non-employees.
Proactively initiates appropriate documentation for seamless start dates and coordinates with external departments (i.
e.
, HR, OR, Security) Provides meetings and/or presentation support as requested Organizes materials for presentations; retrieves articles from libraries and on-line resources as requested.
Attends committees as assigned; may be requested to record minutes May provide on-site support for Chief at conferences.
May attend professional conference on behalf of department to organize departmental events.
Properly submits expenses for department leaders and triages problems/issues with any approvals from Purchasing.
Answers telephones in a timely and polite manner.
Takes accurate messages and delivers them to the Chief in a timely manner.
Transcribes, proofreads, and edits dictation of general administrative and academic correspondence; Prepares and distributes letters, abstracts, manuscripts, grants, protocols, applications, forms, and reports which are often of a sensitive/confidential nature and maintains appropriate file copies.
Composes communications as appropriate, often on behalf of the Chair.
Creates, maintains, and updates spreadsheets and databases (e.
g.
for storage of records, patient lists, mailing lists, personnel lists, etc.
) as appropriate.
Coordinates meetings, luncheons, lectures, conferences, etc.
including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation as needed.
Screens and triages Chief's mail on a daily basis; Responds to correspondence on behalf of Chief as appropriate.
Coordinates schedule and all arrangements for visiting professors as requested.
Performs document photocopying, scanning, faxing, filing as required.
Performs/coordinates special projects for Chief, Director, or department leaders as may arise from time-to-time including PowerPoint presentations and data entry.
Arranges for Chief's travel including arranging airline, accommodations, auto rental, and ground transportation reservations.
Prepares Travel Expense Report, Non-MGH Reimbursement Forms, and any other travel paperwork necessary to process reimbursement and submits receipts for reimbursement to conference/meeting sponsors and/or MGH as appropriate.
As needed, acts as receptionist for Chief of Urology Office and Department of Urology Administration Office, greets staff and patient visitors and notifies appropriate departmental staff of guest arrival.
Activities specific to support for a Chief include:
Prepares physician's medical license(s), DEA certificate, professional liability insurance, subscriptions, etc.
; maintains tickler file to ensure timely submission/renewal; Prepares and maintains files of hospital and managed care plan credentialing documents; prepares/updates physicians' Curriculum Vitae on a regular basis as needed.
Maintains materials for documenting Continuing Medical Education (CME) credits on an ongoing basis.
Manages supplies and submits orders for the MGH Urology administrative space Manages administrative space leased office equipment.
Arranges for repair of office equipment as needed.
As necessary, assists with the development of the Physician On-Call schedules for the Department of Urology.
Supports scheduling of conference rooms for large meetings/events.
Manages scrub machine and OR Locker access for Faculty, Residents, Fellows, and students.
SKILLS/ABILITIES/COMPETENCIES REQUIRED:
Exceptional computer skills (including word processing, database, electronic mail, internet, and spreadsheets) required.
Proficient with Microsoft Office Word and PowerPoint.
Excel skills preferred.
Good command of English language, including medical and scientific terminology.
Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
Effective analytical skills.
Demonstrated ability to work independently, with limited supervision, to resolve issues, well organized, attentive to detail and achieve outcomes within the team.
Ability to make decisions quickly and independently.
Excellent interpersonal/communications skills and political savvy to enable effective interactions with personnel at all levels of the organization to appropriately represent the Chief/Director and the Department in a positive manner.
Demonstrated ability to work effectively and courteously with diverse groups of patients, staff and providers while handling various tasks simultaneously.
Ability to take initiative, but also to accept direction and seek guidance appropriately.
Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Health Insurance Portability and Accountability Act of 1996 (HIPAA).
EDUCATION:
Bachelor's degree preferred
Experience:
Minimum of 3-5 years related work experience in medical group practice, billing and/or managed care setting required.
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.
Recommended Skills Administration Analytical Attention To Detail Audio Equipments Billing Clinical Works Estimated Salary: $20 to $28 per hour based on qualifications.
Reporting to the Chief of Urology, and receiving additional general direction from the Senior Administrative Director and Operations Manager, provides expert executive-level administrative support to the Chief for all administrative activities.
Possesses expert knowledge of complex office procedures and office information systems as well as understanding of the organization, programs, and procedures related to the work of the Chief of Urology.
Works with the Senior Administrative Director, Operations Manager, and Clinical Director to ensure a quality-based, customer-oriented flow of work.
Requires discretion and judgment to organize priorities, complete tasks and handle confidential patient, physician and administrative information.
Responsibilities include:
complex calendar management, coordination of credentialing and onboarding of new faculty and professional staff, office reception; preparation of correspondence and manuscripts, including dictation transcription; preparation and maintenance of Chief's daily schedule; arranging clinical and administrative coverage for the Chief, scheduling meetings with senior executives and other leaders, answering telephones, and performing/coordinating special projects for Chief, Senior Administrative Director and department leaders as may arise from time to time.
PRINCIPAL DUTIES AND
Responsibilities:
Performs all duties and responsibilities of Staff Assistant I-III.
Maintains Chief's calendar(s) in Microsoft Office, including scheduling of clinical time, meetings, and appointments.
Coordinates with Operations Manager and Patient Service Coordinators to update patient schedules.
Maintains calendar of Senior Administrative Director.
Meets regularly with Chief/Senior Administrative Director/Operations Manager/Clinical Director.
Prioritizes work for the day and the week.
Works with the Chief/Senior Administrative Director to establish office policies and procedures.
Ensures that the Chief/Director/Manager is informed regarding schedule of appointments, project progress, etc.
Manages new physician (attending MDs, Fellows, Residents) credentialing, payor enrollment, hospital appointment and HMS appointment.
Works with Chief, Senior Administrative Director, Operations Manager, and Clinical Director to provide new staff with appropriate on-boarding and orientation.
Proactively manages MD reappointments and recredentialing.
Works with Chief and faculty to pursue HMS promotions.
Oversees administrative process and ensures appropriate feedback and response is initiated.
Works with Education Coordinator to manage and coordinate the MGH Urology/Harvard Sub-Internship rotations.
Coordinate with necessary stakeholders and communicate with preceptors and other department members to orient and supervise during rotation.
Manages and oversees the onboarding and scheduling of Observers, Visitors, and Non-employees.
Proactively initiates appropriate documentation for seamless start dates and coordinates with external departments (i.
e.
, HR, OR, Security) Provides meetings and/or presentation support as requested Organizes materials for presentations; retrieves articles from libraries and on-line resources as requested.
Attends committees as assigned; may be requested to record minutes May provide on-site support for Chief at conferences.
May attend professional conference on behalf of department to organize departmental events.
Properly submits expenses for department leaders and triages problems/issues with any approvals from Purchasing.
Answers telephones in a timely and polite manner.
Takes accurate messages and delivers them to the Chief in a timely manner.
Transcribes, proofreads, and edits dictation of general administrative and academic correspondence; Prepares and distributes letters, abstracts, manuscripts, grants, protocols, applications, forms, and reports which are often of a sensitive/confidential nature and maintains appropriate file copies.
Composes communications as appropriate, often on behalf of the Chair.
Creates, maintains, and updates spreadsheets and databases (e.
g.
for storage of records, patient lists, mailing lists, personnel lists, etc.
) as appropriate.
Coordinates meetings, luncheons, lectures, conferences, etc.
including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation as needed.
Screens and triages Chief's mail on a daily basis; Responds to correspondence on behalf of Chief as appropriate.
Coordinates schedule and all arrangements for visiting professors as requested.
Performs document photocopying, scanning, faxing, filing as required.
Performs/coordinates special projects for Chief, Director, or department leaders as may arise from time-to-time including PowerPoint presentations and data entry.
Arranges for Chief's travel including arranging airline, accommodations, auto rental, and ground transportation reservations.
Prepares Travel Expense Report, Non-MGH Reimbursement Forms, and any other travel paperwork necessary to process reimbursement and submits receipts for reimbursement to conference/meeting sponsors and/or MGH as appropriate.
As needed, acts as receptionist for Chief of Urology Office and Department of Urology Administration Office, greets staff and patient visitors and notifies appropriate departmental staff of guest arrival.
Activities specific to support for a Chief include:
Prepares physician's medical license(s), DEA certificate, professional liability insurance, subscriptions, etc.
; maintains tickler file to ensure timely submission/renewal; Prepares and maintains files of hospital and managed care plan credentialing documents; prepares/updates physicians' Curriculum Vitae on a regular basis as needed.
Maintains materials for documenting Continuing Medical Education (CME) credits on an ongoing basis.
Manages supplies and submits orders for the MGH Urology administrative space Manages administrative space leased office equipment.
Arranges for repair of office equipment as needed.
As necessary, assists with the development of the Physician On-Call schedules for the Department of Urology.
Supports scheduling of conference rooms for large meetings/events.
Manages scrub machine and OR Locker access for Faculty, Residents, Fellows, and students.
SKILLS/ABILITIES/COMPETENCIES REQUIRED:
Exceptional computer skills (including word processing, database, electronic mail, internet, and spreadsheets) required.
Proficient with Microsoft Office Word and PowerPoint.
Excel skills preferred.
Good command of English language, including medical and scientific terminology.
Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
Effective analytical skills.
Demonstrated ability to work independently, with limited supervision, to resolve issues, well organized, attentive to detail and achieve outcomes within the team.
Ability to make decisions quickly and independently.
Excellent interpersonal/communications skills and political savvy to enable effective interactions with personnel at all levels of the organization to appropriately represent the Chief/Director and the Department in a positive manner.
Demonstrated ability to work effectively and courteously with diverse groups of patients, staff and providers while handling various tasks simultaneously.
Ability to take initiative, but also to accept direction and seek guidance appropriately.
Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Health Insurance Portability and Accountability Act of 1996 (HIPAA).
EDUCATION:
Bachelor's degree preferred
Experience:
Minimum of 3-5 years related work experience in medical group practice, billing and/or managed care setting required.
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.
Recommended Skills Administration Analytical Attention To Detail Audio Equipments Billing Clinical Works Estimated Salary: $20 to $28 per hour based on qualifications.
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