GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.
Working under the general direction of the PBO Office Manager, this position is responsible for the administrative support of the MGPO Payer Relations Team and MGPO PBO Coding department as well as administrative support to Central Administration at the Charlestown Navy Yard Building 62, Charlestown, MA. We are seeking a dynamic, outgoing, and self-starting individual who has an understanding of organizational practices and policies and displays a high degree of initiative, confidentiality, and professionalism.
To achieve excellence in performance, this position will require a collaborative working relationship with all members of MGPO Finance, Partners RCO, MGH Revenue and Partners IS/Finance, strong office management and organizational skills, and the ability to develop and maintain effective working relationships.
PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.
Meeting Scheduling, Calendar Management and Support
Responsible for managing the calendars of the Director, Payer Relations and the Director, Professional Coding and the management teams both departments
Actively manages appointment calendars of Director and Management Team; monitors changes and resolves scheduling conflicts.
Assumes ownership of meetings requested by the Director and/or management team by reserving appropriate space, necessary equipment, ordering food, confirming attendance, preparing agendas, taking minutes where required and distributing them to all participants, and maintaining meeting material files.
Responsible for booking appropriate conference rooms for Departmental users and other organization-wide users for conference room space within our location, Maintain the cleanliness and security of the conference rooms including ensuring that food and materials are cleaned at the conclusion of meetings.
Makes travel arrangements for Director and Management Team including creation of itinerary, local transportation, flight, hotel and rental arrangements.
Submits and maintains expense reports, ensuring compliance with PHS policies and procedures
Reception and general office management
Covers the reception desk during business hours, answering all incoming phone calls for Department and greets internal/external visitors. Provide strong customer service skills when interacting with colleagues, and other personnel.
Provides general office support for department administration. Duties include but are not limited to answering phones, managing calendars, faxing, filing, copying, typing, distribution of mail, maintaining and photocopying professional articles, sending FedEx packages, etc.. Functions as the main contact for staff that have questions related to daily operations, and to triage calls to appropriate personnel.
Assists with the orientation, training, and work-space set-up of new staff.
Assigns and prioritizes own workloads; evaluates, and standardizes office procedures and effectively troubleshoots and resolves issues as they arise. Informs staff of inter and intradepartmental policy and procedure changes.
Functions as the timekeeper and report employees' time worked in Kronos. Maintains departmental earned time calendar.
Develops and oversees the maintenance of departmental filing, record keeping, and other types of office systems.
Submits weekly Staples order to MGPO PBO Office Manager.
Arranges and follows through on all space-related issues including relocation, renovations, and refurbishing. Works closely with MGPO PBO Office Manager, for building care/upkeep.
Maintains custody and distribution of departmental "floater" laptops.
Document Preparation and Distribution
Prepares departmental policies and procedure manuals, system and training manuals, and other materials as needed.
Prepares, proofreads and edits correspondence, meeting agendas and minutes, and other reports at a high level of proficiency.
Assists in the preparation of presentation materials, including, but not limited to graphics, slides, etc.
Performs all other duties or special projects that are unit specific, and that are appropriate to this level of position.
High School diploma or equivalent required with a minimum of 2 - 4 years of experience. Associate's Degree in Secretarial Science/Business, or a Secretarial Training Certificate Program preferred.
Proficiency in Microsoft Office suite (Excel, Word, Outlook) required; high competency in word processing required.
Knowledge of PeopleSoft
Proficiency in Microsoft Visio, PowerPoint and Project a plus
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Requires exceptional interpersonal/communications/organizational and negotiation skills
Performs role with minimal supervision, notice or direction to identify and resolve problems and complete work
Ability to successfully manage numerous tasks simultaneously and to work within specific timeframes to meet deadlines
Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively, follow established protocols, and work within systems
Communication skills: Must communicate in a professional, courteous, clear and concise manner, and be able to interact with people from across PHS
Writing skills: 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.
Discretion and confidentiality: incumbent may work with confidential information and must use the information discretely and securely.
Professional business office environment
The hours are Monday through Friday 8:00 AM to 4:30 PM but may vary according to the demands on this position
The work environment is very busy and dynamic
Monitoring of purchase orders, supply inventory levels, and vendor contracts as required.
Massachusetts General Hospital