Staff Assistant II
Staff Assistant II
Posted on :
09-04-2025
Employer Active
1 Vacancy
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Job Description
Under general supervision coordinates all operational administrative and secretarial aspects of the Emergency Medicine academic faculty office. Requires discretion and judgment to organize priorities and complete tasks. Reports directly to a Department head Administrative Director Physician and/or Executive Assistant.
May include duties and responsibilities of the Clerk Office Assistant and Administrative Staff Assistant Level I as well as:
- Creates coordinates types proofreads and edits letters memos meeting minutes reports manuscripts correspondence grant proposals and protocols at the highest level of proficiency. Uses dictation/transcription methods as appropriate.
- Incorporates data from existing information into spreadsheets/databases in an organized and presentable format. Provides weekly/monthly/yearly reports for various activities.
- Establishes and maintains office systems (i.e. filing system) and procedures of the unit practice or department for smooth functioning of workflow. May prepare procedure manuals. Continually updates and improves office systems.
- Troubleshoots routine/nonroutine problems including equipment malfunctions and takes measures to correct/handle issues.
- Designs coordinates and maintains all confidential files (this may include slide files to be organized for lectures patient files residency or fellowship programs).
- Assists in the preparation of high quality presentation materials including but not limited to graphics slides etc.
- Reviews mail answers when appropriate and/or forwards to appropriate person.
- Performs general clerical duties including photocopying faxing and filing.
- Assists with the orientation and training of new staff.
- Monitors the expense budget on an ongoing basis; reconciles variance and follows through with appropriate fiscal personnel to make corrections. Tracks physician CME accounts and properly allocates expenses to these funds.
- May coordinate a services fellowship recruitment program.
- Processes reimbursement requests and check requests including travelrelated documentation for faculty and EM leadership.
- Orders lab coats with appropriate embroidery for clinical staff.
- Coordinates emergency medicine student rotations and schedules necessary meetings and orientation.
- Assists in the development and organization of specialtyoriented CME courses that include clinicians from outside MGH coming here for education. Professional high level printing and organization is required.
- Organizes and maintains routine and complex calendar management of physicians division chiefs and program leaders.
- Organizes and books travel arrangements for physicians and Emergency Medicine leadership. Seeks most efficient travel at the best possible price. Works with travelers to confirm plans and identify other options when necessary.
- Schedules EMS rotations for ambulance EMS EMT and paramedic students. Validates appropriate prescreening and orientation.
- Processes onboarding materials for nonemployees and observers including MIT and other outside groups or individuals. Keeps current with changing HR requirements for nonemployees and observers.
- Monitors physician attendance at M&M conferences for CME credit.
- Undertake literature searches for journal articles as specified by physicians.
- Assist in CV preparation in HMS format for physicians seeking promotion and advancement.
Excellent organizational skills and attention to detail.
Independent problemsolving and decisionmaking abilities.
Effective and professional interpersonal and communication skills.
Excellent judgment and understanding of political sensitivities.
Ability to prioritize work and perform well under pressure.
Team player able to assist and cooperate with the ED administrative/leadership team.
Required Experience:
Staff IC
Employment Type
Full-Time
Department / Functional Area
Key Skills
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