QUALIFICATIONS

Associates degree required. Bachelors degree in Business Administration Communication or a related scientific field highly desirable.

Minimum of 5 to 7 years of directly related experience.

SKILLS AND ABILITIES REQUIRED

Exceptionally strong computer skills (word processing database electronic mail internet spreadsheets) required.

Excellent command of English language understanding of basic medical and scientific terminology preferred.

Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.

Effective analytical skills.

Ability to make decisions quickly and independently.

Effective problem solver.

Excellent interpersonal/communications skills.

Highly professional demeanor.

SUPERVISORY RESPONSIBILITY

May have responsibility for work of others.

WORKING CONDITIONS

Normal office conditions.

The above is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties responsibilities requirements or skills required of personnel so classified.

SCOPE OF POSITION

This position assists the Division Chief and Senior Administrative Manager in all aspects of their management of the Division. Receiving direction from the Chief and Senior Administrative Manager This position is responsible for providing administrative support to the Chief and Sr. Admin. Manager for activities related to the Chiefs leadership clinical and/or research roles. Role includes drafting agendas meeting minutes and project management and project reports. Requires expert knowledge of office routine machines and information systems as well as understanding of the organization programs and procedures related to the work of the Chief. Works with the Chief and other faculty and staff members to support the academic administrative and clinical missions of the Service. Also works with the Senior Administrative Manager to further division and department goals. Requires discretion and judgment to prioritize organize and complete tasks and to handle confidential administrative and clinical information.

Responsibilities include serving as the Team Lead for the Epilepsy Service administrative support team administrative support for the Chief and Senior Administrative Manager including calendar management meeting coordination travel support coordination of complex international and VIP patient scheduling supporting compliance with administrative requirements including time reporting CME tracking licensing and credentialing for the Chief and others as required supporting committee and administrative commitments for the Chief and senior staff preparation of correspondence solicitation and acknowledgment of contributions management of special projects as required and maintenance of a professional office environment. Maintains a close and highly responsive relationship to daytoday activities of the Chief and Senior Administrative Manager. Works fairly independently receiving minimal supervision and guidance.

PRINCIPAL DUTIES AND RESPONSIBILITIES

I. ADMINISTRATIVE RESPONSIBILITIES

Maintains Chiefs and Senior Administrative Managers calendars including scheduling of meetings and appointments.

Assists Sr. Administrative Manager with short and long term projects.

Coordinates meetings for departmental leaders including luncheons lectures conferences etc. including scheduling preparing agenda distributing reminders taking minutes and arranging for refreshments conference room and transportation as needed.

Arranges for Chiefs travel including arranging airline accommodations auto rental and ground transportation reservations; prepares Travel Expense Report NonMGH 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.

Answers telephones; places and accepts telephone calls on behalf of Chief and other physicians in the group maintains list of calls to be placed/returned and initiates these calls as appropriate; ensures that telephone calls are returned in a timely manner.

Transcribes proofreads and edits general administrative and academic correspondence as needed; prepares reports grants protocols applications forms and reports which are often of a sensitive/confidential nature and maintains appropriate file copies; composes some communications as appropriate.

Meets regularly with Chief and Senior Administrative Manager concerning daily assignments; prioritizes work for the day and the week; ensures that the Chief and Administrative Manager are informed regarding schedule of appointments project progress etc.

Prepares physicians medical license(s) DEA certificate professional liability insurance subscriptions etc.; maintains tickler file to ensure timely submission/renewal; Prepares and maintains Curriculum Vitae on a regular basis as needed.

Prepares invoices and arranges for reimbursement for any consulting work if applicable as requested.

Organizes materials for presentations at national meetings; retrieves articles from libraries as requested.

Establishes and maintains databases for storage of records patient lists mailing lists etc.

Arranges for outside visitors medical students fellows etc. as requested.

Prepares and processes purchase orders and check requests as needed; maintains an inventory of clinical supplies orders office supplies for executive group etc.

Arrange for appropriate procurement and maintenance of technology needs (phones computer etc).

Supports Departmental efforts to maintain appearance and quality of physical space (ordering equipment as needed for conference rooms ensuring rooms are appropriately left postmeetings etc)

Performs photocopying faxing filing as required.

Performs special projects for Chief or Administrative Manager as may arise from timetotime.

Other duties as assigned

II. PATIENT CARE RESPONSIBILITIES

Serves as Team Lead for Epilepsy Patient Services Coordinators. Attends monthly Team Lead Meetings and communicates initiatives and updates to team. Reports monthly productivity metrics to Senior Administrative Manager.

Is able and willing to function in core Patient Services Coordinator II and III roles and assist team members in completing daily tasks to ensure coverage. Crosscovers for other staff members for breaks lunches vacations etc. and during variations in workflow as needed.

Manages the Epilepsy Monitoring Unit (EMU) admission scheduling and coordination of preoperative clinical studies including referrals and insurance approvals. Communicates closely with inpatient unit staff including EMU technologists and physicians. Maintains database to coordinate care for these patients.

Participates in staff meetings and maintains agendas and minutes.

Works closely with MGH Executive Registry International Office and the Development Office to schedule and track VIP patient encounters.

Supports division initiatives regarding access structure and service.

Works closely with Division Chief and Clinical Neurophysiology team to optimize clinic and lab operations.