Staff Assistant III
Massachusetts General Hospital(MGH)

Job Info

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Under the general supervision of Pediatric Administration in the Division of Pediatric Gastroenterology and Nutrition, the Staff Assistant III is responsible for the day-to-day operational and administrative coordination within one of MGHfC's largest pediatric practices. Responsibilities include managing credentials for all physicians and coordinating the Education and Fellowship programs.

Drawing on a broad understanding of Hospital practices and policies, and displaying a high degree of problem-solving initiative and independent judgment, the Staff Assistant III will continually assess Division needs such as fellowship, credentialing, Visa coordination, and project/event planning. The Staff Assistant III needs a thorough knowledge of current directives and adherence to ACGME and MGH GME requirements.

In this multifaceted role, the Staff Assistant III answers questions and determines the appropriate course of action.

Effectively manages and balances individual, management and organizational needs with determining appropriate solutions to often complex problems. Develops and maintains effective working relationships with external departments and organizations to improve operations. Requires discretion and judgment to organize priorities, complete tasks, and handle confidential information.

Department Administration

• Maintain the On Call calendar and coordinate any changes with the Admin Manager and the on call operator.
• Maintain weekly clinical/journal club schedules. Ensure the agenda and sign-up sheets are available. Coordinate any guest speakers. Reserve refreshments as needed.
• Maintain and submit the clinical conference CME credits. Work closely with Course Directors to ensure timely submission of CME credit for annual conferences.
• Work with Education Director with medical students, observerships and visitors. Completing all necessary paperwork.
• Effectively interacts with all levels of management.
• Handles confidential institutional information
• Works closely with the Administrative Director and Administrative Manager
• Purchases supplies for division
• Troubleshoots technical difficulties for Faculty
• Reviews and updates all HMS CVs
• Updates information on partner's physician directory, as needed
• PALS -ensure physicians are registered as needed Performs all other duties that are unit specific and are appropriate to this level of position

Event Coordinator

• Planning and executing Fellows retreats
• Planning and executing Fellows Graduation Dinner
• Planning and executing Division holiday parties
• Department symposiums - plan and execute; obtain speakers bios, plan menu, logistics etc.

Credentialing Coordinator

• Responsible for ensuring and coordinating the expedient handling of the credentialing and re-credentialing review process for new and current providers, performing updates to physicians, institutions, and ancillary provider credentialing files.
• Credentialing for all OR privileges/Endoscopy - securing all appropriate authorizations
• Keeping detailed records of credentialing materials
• Same day credentialing for MEEI

Residents and Medical Students

• Liaison with HMS for 4th year clerkship elective in Pediatric Gastroenterology
• Send welcome letter to student
• Maintain student's file with all contact information
• Submit Non-Employee form for MGH
• Prepare letter for Police & Security
• Orient the student to MGHfC and Pediatric GI on their first day - set up computer access
• Coordinate and assist with student's final presentation
• Follow up with course director for final grades
• Format and send out letters of recommendation
• Assist student with any administrative needs during rotation

Non-employees-Observers/Interns/resident rotators/researchers

• Manage all data for non-employees as SharePoint Administrator
• Ensure students are legally permitted to observe
• Ensure compliance with VISA requirements, observership and other policies
• Schedule the student's time in Pediatric Gastroenterology
• Orient to MGH, Pediatric Gastroenterology, and computer/e-mail systems
• Assist with administrative needs during rotation
• Coordinate letters of recommendation at the end of rotation

Clinical Conference and Journal Club (weekly)

• Develops the yearly academic schedule of speakers
• Secure conference room locations for weekly conferences
• Attendance and evaluations (preparation, distribution and maintenance - weekly)
• Organize/file all attendance/evaluations/disclosures
• Coordinate all switches between speakers and update schedule
• Daily reminders to future presenters
• Assist with the upkeep of e-library (presented as proof for HMS CME)
• Collect and distribute articles to be presented
• Order refreshments when needed
• Submit for renewal as an in-house conference
• Submit for CME course re-accreditation
• Administrative contact person for the course

Fellows Core Lecture Series (weekly)

• Maintain, prepare and distribute attendance and evaluations
• Coordinate meeting locations
• Send reminders to upcoming speakers
• Distribute a monthly schedule to the Division of topics to be presented
• Work with senior Fellows to assist with scheduling of speakers/topics
• Coordinate with MGH Catering

Fellowship Program Coordinator

Recruitment

• Works closely with the Fellowship Program Director
• Provide application information to inquiries, reply to phone and email messages
• Coordinate all recruitment efforts
• Coordinate VISA application process (as needed)
• Primary communication with selected applicants, send out appropriate mailings to applicants, including invitations to interview, decline letters, date confirmation letters, informational packets and itineraries, sample contract and benefits summary and eligibility criteria
• Determine interview schedule for each applicant selected for interview
• Creation of Interview Schedule, plan interview days, allocate speakers and interviewers
• Logistics for interview days: secure conference rooms, catering, etc
• Compile interview data for "match meeting"
• Schedule and participate in meeting, take minutes and final rank order
• Work with Program Director to enter rank list on NRMP website
• Send acceptance letters to matched residents after match date

Qualifications

• High School Diploma Required
• Bachelor's degree preferred
• A minimum of 3-5 years of directly related experience required.
• Experience in an administrative/clinical setting a plus.
• Independence and ability to make decisions and demonstrate leadership.
• Excellent interpersonal, communication (in all mediums) and organizational skills required.
• Effective interpersonal/communications/organizational skills.
• Detail-oriented and strong problem-solving initiative.
• Multi-tasking capacity.
• Ability to make decisions quickly and independently.
• Ability to provide support, direction and development to staff.
• Effective analytical skills.
• Knowledge of computerized software programs: spreadsheet, databases, word processing.

This job has expired.