Administrative Assistant

It is the policy of McLean Hospital to affirmatively provideequal opportunity to all qualified applicants for employment and existingemployees without regard to their race religion color national origin sexage ancestry protected veteran status disability sexual orientation genderorientation or any other basis that would be in violation of any applicable lawor regulation.

McLean Hospital is a comprehensive psychiatric hospitalcommitted to providing easy access to superior quality costeffective mentalhealth services in the Boston area Massachusetts and beyond. Since 1811McLean Hospital has been a world leader in the treatment of mental illness andchemical dependency research into the cause of mental illness and the trainingof generations of mental health care providers. McLeans multidisciplinaryprograms treat a broad range of psychiatric illnesses across the full continuumof care.

General Summary:

This position is an integral memberof the department team and is responsible for administrative management for theBusiness Development and Marketing Department.The position requires competence in a wide range of administrative andoffice skills and functions and candidate communicates with a wide variety of internaland external constituents including executive leadership. This requires aperson with a positive professional demeanor strong work ethic and a highdegree of accuracy. The ideal candidate will be a highly motivated personableand an energetic individual who is eager to contribute by working collaborativelywith staff and the Administrative Manager who handles the daytoday work flow.

Candidate performs a varietyof duties to help ensure total administrative operations and marketing supportfor McLean Hospitals Business Development and Marketing staff. He or she will develop a comprehensiveknowledge of office procedures and protocols computer technical skills and hasto function effectively in a high visibility and demanding multifacettedbusiness environment. The idealcandidate must demonstrate initiative and superior organizational technical administrativeinterpersonal problem solving and communication skills.

Functional duties include:

Communications

• Communicates with incoming callers;responding accurately and pleasantly.
• Greets and assists departmentvisitors Hospital staff and the limited patients with whom there isinteraction.
• Manages incoming and outgoingfacsimile messages for staff; rerouting when appropriate.
• Maintains new programinformation and data and distributes it to others accurately and timely; e.g. reportsbrochures fact sheets and giveaways etc.
• Provides efficientduplication and collation of documents either within department or through mailroom services.

Organization and Management

• Establishes and/or accuratelymaintains all filing (mostly electronic) to ensure prompt retrieval ofinformation.
• Manages/troubleshoots alloffice equipment; (fax color printer copy machine)
• Picks up/delivers routessorts and distributes interoffice and surface mail according to departmentalprotocols.
• Manages services suppliesand equipment to ensure effective and economical use. Identifies and reportsequipment and maintenance problems according to hospital protocols.
• Prepares and processes allorders for office supplies as needed within Hospital guidelines.

Documentation

• Prepares departmentalcorrespondence reports agendas spreadsheets presentations etc. accuratelyneatly and in a timely manner to facilitate ongoing communication and efficientoperations using MS Office.
• Proofreads edits andcorrects all prepared documentation to ensure accuracy prior to submittal.
• Coordinates with and providessupport for Directors with contract development vetting with variousdepartments and professionals tracking for renewal and mailing.

Support and Responsibility

• Schedules any meetingsconference calls etc. according to established procedures; includes maintenanceof director level staff Outlook calendars and collaborates with otheradministrative support staff to synccalendars.
• Prioritizes and problemsolves with supervisor and department heads regarding important projects and deadlines
• Processes purchase orderseChecks and Invoice payments for marketing and business development activitiesvia online electronic systems e.g. Partners Healthcare eBuy and eCheck.
• Assists Director of OperationsDirector of Clinical Business Development and Director of Marketing as well as SVP of Business Development withspecial projects as needed
• Oversees completion of Kronostimekeeping payroll cycles for several hospital programs and sharesresponsibility with other administrative staff in dept; this includes bothmonthly and weekly payroll for several departments.
• Assists with HR activitiesfor posting screening trackingscheduling inputing data into Taleo hiring program etc for new programdevelopment.
• Tracks billing collections andreconciliations for hospital invoiced contracts.
• Compiles accurate statisticalinformation and prepares reports on business and marketing activities withinrequested timeframe. Inputs data for new and ongoing clinical programs suchas community hospital emergency department services residential services andothers as identified.
• Assists in the ongoing maintenanceof marketing customer relations management (CRM) database.
• Manages shared databases andfiles for marketing group on shared drive.
• Prepares marketing mailinglists and labels for sending marketing materials to targeted groups.
• Works with marketing staff to assist in preparation of marketingmaterials/marketing displays for mailing/shipping to conferences and meetingsfor all hospital program specialties. Also works with shipping vendors toarrange pick up and delivery.
• Works or provides assistanceon special marketing projects when applicable.
• Tracks various aspects ofoperational support for new and ongoing clinical programming such as staffonboarding schedules tracking of credentialing and annual performanceappraisals. Assists in licensing application process by compiling policy andprocedures collating licensing application materials and other relevantmaterials.

All McLean team members are expected to consistently demonstrate our values ofintegrity compassion respect diversity teamwork excellence and innovationin their work activities and interactions.

• Associates degree and 35 years direct experience OR68 years professional experience required.
• Bachelors degreepreferred; preferably in business medical administration communicationsmarketing or related areas.
• Minimum of 5 years progressively responsible office support experience preferred.
• Excellent time managementskills.
• Ability to workindependently and as part of a team and build solid working relationships;maintains professional appearance and demeanor and is responsive to requestsfor support.
• Able to effect positivechange management in systems and protocols and ability to work in a fast pacedbusiness environment.