Staff Assistant, III

Under general supervision, coordinates all operational, administrative, and secretarial aspects of an office. Requires discretion and judgment to organize, prioritize and complete tasks.

Function as a staff assistant to five or more members of the Pathology Service. Demonstrates thorough knowledge and understanding of the organization, programs and procedures related to the work of staff pathologists is essential for satisfactory performance.

May include the duties and responsibilities of the Clerk, Office Assistant, Staff Assistant I and II as well as:

Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals and protocols at the highest level of proficiency

Assist with faxing, copying, and scanning documents as needed

Proficiency in Microsoft Word and Endnote

Assists pathologist with credentialing for MGH and other institutions as needed

Calendar Management - will manage calendars for the pathologists, this entails setting up meetings in person or virtual, travel dates and entering service work weeks from QGenda

Schedule and prepare Inter-Lab Conferences (i.e., Pulmonary, Melanoma, Tumor board, GYN, etc.)

Visitors/observers/non-employees - will gather required data/information to process

(Visas status, confirm seating/space and payment), as required

Will pull pathology slides and print reports for conferences or projects as needed

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

May be asked to contact OSH (outside hospital), for additional materials (may include but no limited to slides, blocks, medical records).

Designs, coordinates, and maintain confidential files (this may include slide files to be organized for lectures, patient files, and study sets)

Pager management - virtual pagers for subspecialty groups; maintained with great accuracy according to service schedule

Fellowship/faculty recruitment assistance, maintain fellowship applications for faculty review, schedule interviews, plan business meals, obtain advanced authorization, arrange lodging as needed

Use File Maker Pro (FMP) database program or other database such as Excel for tracking of private consults

Employee Business Reimbursements:

• Familiarizes self with Business Expense Policy to better understand the MGB mission and to operate within guidelines

• Prepares and processes travel expense reimbursement requests

o compiles appropriate documentation

o currency conversion

o uses itemization tool

o scan documents as One PDF

o obtain advanced authorization as needed

• Creates purchase orders, invoice processing

• Orders necessary supplies through e-Buy on an as needed basis

• Travel arrangements - booking travel, hotels, maintaining travel schedule, list of upcoming travel which is updated periodically and prepare folders with checklists for each trip

Assists in the preparation of presentation materials, including, but not limited to presentations in Power Point.

Reviews mail, answers when appropriate, and/or forwards to appropriate persons

Provides cross coverage for other staff assistants, replies promptly, and efficiently

Routinely creates an SOP for a new or added task specific to you, your service or group

Handles confidential institutional information

Respects patient confidentiality and ensures HIPAA guidelines are followed

Performs all other duties or special projects that are unit specific and are appropriate to this level of position

Familiarizes self with documents in MediaLab as needed

Associate degree in Secretarial Science/Business, or a Secretarial Training Certificate Program desirable. Or high school diploma with minimum of 3 years or related secretarial experience or transferrable experience.

Strict attention to detail is essential, especially in relation to clinical matters and calendar management

Microsoft Office Suite

Endnote experience preferred

Knowledge of spreadsheets and database systems

Typing speed of 55-65 WPM

Good command of English Language

Ability to work independently and within a team

Ability to prioritize work

Experience with Dictaphone if needed