Administrative Assistant - Partners Ambulatory Care
MGH Institute of Health Professions
Location: Somerville, Massachusetts
Internal Number: 3138653-1435_1607615282
As a not-for-profit 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 Women's 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 health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.
We're focused on a people-first culture for our system's patients and our professional family. That's 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 development-and 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.
General Summary Provides administrative services for Partners Ambulatory Care leadership and staff and manages daily office functions. Manages calendars for department leaders. Assists with meeting management, event coordination, and other department activities. Assists with document creation and editing. This position requires excellent organizational, interpersonal and communication skills and attention to detail.
Principal Duties & Responsibilities •Maintains complex, high volume calendars for department leaders • Collaborates with PAC and PHS leaders to ensure sound calendar management, adequate balance of meeting time, work time and general availability • Ensures adequate travel time in schedules • Communicates schedule changes in timely manner • Proactively identifies calendar conflicts and works with directors to resolve Schedules and supports department meetings and events • Collaborates with other assistants from PHS and external organizations to schedule meetings and events involving department staff • Ensures meeting participants have accurate meeting logistics (location, directions, etc.) • Arranges for conference room and technical support (i.e.: projector, teleconferencing services) and prepares materials as necessary • Other administrative duties, including, but not limited to: • Tracks, enters and reports department employees' weekly hours through Kronos; maintains department schedule for vacations and summer hours program • Prepares and tracks expense reports for Directors • Organizes and manages office supplies and equipment; ensures all equipment is in working order and arranges for repairs • Processes and tracks purchase orders, invoices, check requests, reimbursements, petty cash vouchers, and other transactions • Assists in the preparation for new employee arrivals, including office/cube preparation, Ids, security, computer set-up; manages scheduling for new hire orientation program • Assists as requested in the creation and dissemination of communications to the department staff • Assists with correspondence, filing, telephone coverage, routing routine mail and other administrative activities • Provides coverage for other leaders' Administrative Assistants as necessary • Serves as a central departmental troubleshooting resource on IT related issues • Other ad hoc administrative projects as assigned. • Use/s 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 • Other duties as assigned
• One to three years of administrative experience, preferably in healthcare • B.A. or Associates degree preferred • Proficient in the use of Microsoft Office products (Outlook, Word, PowerPoint)
Skills & Abilities
• Excellent verbal and written communication skills; strong attention to detail • Strong organizational skills; able to function effectively in a fast-paced environment, organize and prioritize work, and meet deadlines • Demonstrates excellent customer service skills, providing accurate and reliable information to constituents • Strong interpersonal skills that encourage team work and enhance relationships • Demonstrates a sense of responsibility for one's work, e.g., proactive in identifying issues, prepared to address concerns/questions, makes recommendations • Highly motivated, team focused, and results oriented • Possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization • Ability to successfully negotiate and collaborate with others of different skill sets, backgrounds an levels within and external to the organization • Strong problem solving and negotiation skills • Ability to effectively conduct meetings, both formal and informal • Requires minimal direction from leadership and possesses the ability to learn quickly
• Possible local travel to Mass General Brigham sites • Position is tentatively remote until June 2021
EEO Statement 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.Partners Healthcare System Inc. is acting as an Employment Agency in relation to this vacancy.
MGH Institute of Health Professions, founded by Massachusetts General Hospital in 1977, is an innovative and independent graduate school in Boston that is a member of Partners HealthCare. A progressive leader in developing comprehensive models of health care education, the MGH Institute prepares advanced practice professionals in the fields of nursing, physical therapy, occupational therapy and communication sciences and disorders through a distinctive combination of academic study, clinical practice, and research. More than 1,200 students are enrolled in graduate level and certificate programs, with an increasing number of courses available online. The Institute is accredited by the New England Association of Schools and Colleges (NEASC).