Administrative AssistantStaff Assistant

As a notforprofit organization Partners HealthCare is committed to supporting patient care research teaching and service to the community by leading innovation across our system. Founded by Brigham and Womens Hospital and Massachusetts General Hospital Partners HealthCare supports a complete continuum of care including community and specialty hospitals a managed care organization a physician network community health centers home care and other healthrelated entities. Several of our hospitals are teaching affiliates of Harvard Medical School and our system is a national leader in biomedical research.Were focused on a peoplefirst culture for our systems patients and our professional family. Thats why we provide our employees with more ways to achieve their potential. Partners HealthCare is committed to aligning our employees personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal developmentand we recognize success at every step.Our employees use the Partners HealthCare values to govern decisions actions and behaviors. These values guide how we get our work done: Patients Affordability Accountability & Service Commitment Decisiveness Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion Integrity & Respect Learning Continuous Improvement & Personal Growth Teamwork & Collaboration.

Job Description
General Summary/Overview
Reporting to the Office Manager for Partners eCare the Administrative Secretary/ Staff Assistant will provide administrative support to ensure the efficient and effective daytoday functioning of the Partners eCare Program. The Staff Assistant will also share responsibility for greeting visitors to the facility and directing them to the appropriate staff member or conference room.

Principal Duties and Responsibilities
Work with other administrative staff to book meetings for all levels of program staff and leadership. Calendar management will be extensive and complex and require close collaboration and cooperation with other administrative staff (both within Partners eCare and the larger Partners organization.
Maintain office files and systems to ensure the easy retrieval of documents and correspondence.
Maintain computerized schedules and administer office technologies including voicemail and email.
Facilitate electronic expense submission for program management
Facilitate travel arrangements for program management
Act as payroll timekeeper for Partners eCare staff.
Book conference rooms at Partners facilities as needed by Partners eCare program members.
Answer telephones expedite priority matters and independently handle phone calls as appropriate
Review incoming correspondence. Initiate first response where appropriate and route routine mail.
Routine ordering of supplies and other office purchases.
Payment of invoices within Partners Finance policies and guidelines. Process purchase orders check requests etc.
Provide pages distribute MBTA passes send out informational emails and distribute mail packages etc. to Partners eCare Program members.
Work with other Administrative Assistants participating in projects and providing backup coverage when needed.
Make service calls to the appropriate vender for repairs to copiers faxes printers projectors and other audio visual equipment
Assist as requested in the preparation of presentation materials including PowerPoint and/or Visio material and talking points. Maintain materials library.
Assist as requested in the creation and dissemination of communications to the program team.
Occasionally assist in the management and access of program tools (i.e. SharePoint) for team members
Maintain and update distributions lists
Greet and assist visitors to the facility and direct them to the appropriate staff member or conference room.
Direct staff and visitors to the appropriate conference room for meetings.
Requires some flexibility around hours to provide reception coverage when needed for events and meetings.
Other duties as assigned.

Partners HealthCare is an Equal Opportunity Employer & by embracing diverse skills perspectives and ideas we choose to lead. 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.

Associates degree plus 3 years of related experience or equivalent combination of work and experience. Related experience must include at least 2 years of extensive scheduling and calendar management in a matrixed organization.
Must be proficient in MS Word Powerpoint Excel Outlook
Experience using SharePoint or similar collaboraton/document management tools.
Experience creating/editing flowcharts and diagrams in Visio desired.

Skills/Abilities/Competencies Required
Must possess excellent interpersonal skills as demonstrated in positive and collaborative relationships with other administrative staff and team members.
Customer service orientation; must have a genuine desire to help peers program members visitors to the facility.
Strong verbal and written communication skills; can effectively communicate with all levels of staff.
Professional appearance and demeanor; demonstrates a high level of diplomacy and discretion
Flexible takes initiative owns the work and the outcomes of the work
Attention to detail
Willing and able to learn or enhance skills with tools such as SharePoint and Visio

Working Conditions
Standard office environment. Requires flexibility around hours to provide reception coverage when needed for events and meetings at managers discretion.