3-5 years of experience
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Employment Type:
Full time
Job Category:
Administrative Secretary/Staff Assistant
(This job is no longer available)
Partners HealthCare System | Somerville, MA
Grad Date

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Job Description

About Us:

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:

Under the general direction of the Vice President, Employee Relations & Labor Strategy, will provide high-level administrative support and day-to-day office support to the Vice President and the Employee Relations & Labor Strategy (ERLS) staff. Serve as focal point for daily communication for staff who travel between sites throughout the PHS entities. The Partners Employee Relations & Labor Strategy Department provides comprehensive labor and employee relations consultation throughout the Partners HealthCare System and the Partners entities. Must be able to work with confidential and highly sensitive information. Will be responsible for maintaining calendars, scheduling appointments and meetings, timekeeping, accounts payable and billing, typing minutes, drafting presentations, project-related tasks and assisting to maintain efficient office operation.

Principal Duties and Responsibilities:

1. Provides high-level administrative support and day-to-day office support to the Vice President, Employee Relations & Labor Strategy and the Employee Relations & Labor Strategy staff.

2. Manages calendars for entire ERLS team. This includes the timely planning of interviews, meetings and appointments using independent judgment in setting priorities and proposing alternatives to meetings. Makes conference room reservations and other arrangements for meeting sites, such as technological capabilities, as requested. Maintains calendar of events and distributes to staff members, and others, as appropriate.

3. Coordinates with the Partners Office of General Counsel (OGC) to process claims from the Massachusetts Commission Against Discrimination (MCAD) and/or the Equal Employment Opportunity Commission (EEOC). Coordinates with OGC to manage a calendar of all MCAD investigative conferences, hearings, mediations, and deadlines. Manages ERLS department's electronic filing system for all MCAD/EEOC cases.

4. Processes expense reports for ERLS staff members in PeopleSoft and maintains historical files of receipts and expense reimbursements.

5. Maintains office files and systems to ensure the easy retrieval of materials. Scans files for processing in OnBase, DropBox, and/or storage on the shared drive.

6. Assists in the preparation of reports, which often include tables, graphs, and other visual material.

7. Coordinates large external meetings with inside and outside counsel, entity Senior Leadership etc. - i.e. arbitration, negotiations, and hearings.

8. Produces complex confidential reports and memorandum.

9. Produces materials for presentation and distribution, utilizing PowerPoint or equivalent software.

10. Works with HR Shared Services staff to maintain Employee Relations & Labor Strategy information on the HR portal, and updates information on ERLS shared drives as needed.

11. Prioritizes and tracks responsibilities, seeking advice and communication, reports on progress as appropriate.

12. Triages calls as appropriate. Deals in a courteous and professional manner with all calls and inquiries from within and outside Partners. Works collaboratively with executive assistants and others across the system.

13. Maintains budget, coordinates payment of invoices and business expenses, pays department bills, coordinates department timekeeping and identifies and solves timekeeping issues.

10. Orders and maintains all office supplies. Distributes mail.

11. Other duties and projects as assigned.

Bachelor's Degree preferred.

A minimum of 3-5 years as a high-level assistant in a fast-paced environment required.

Skills/Abilities/Competencies Required:

* Proficiency in computer programs, including Kronos, PeopleSoft, Adobe Acrobat, DropBox, Microsoft Outlook, Word, Excel, PowerPoint. Ability to learn new software and other computer programs quickly. Ability to train others on computer programs as needed.
* Ability to work independently and provide support to seven professional level staff.
* Ability to work with highly confidential and sensitive information.
* Ability to effectively interact with all levels of personnel.
* Ability to function in an extremely high-level, fast-paced, ever changing environment.
* Demonstrated ability in project management and implementation.
* Creative, self-motivated, strong interpersonal skills and exceptional judgment.
* Ability to plan and initiate new activities, and develop solutions to complex issues.
* Ability to effectively organize and prioritize a variety of tasks to meet deadlines.
* Exceptional written and verbal communication skills.
* Professional demeanor and professionalism in all activities and interactions.

About Partners HealthCare System

Partners HealthCare, founded in 1994 by MGH and BWH, offers patients a continuum of coordinated, high-quality care. Partners includes primary care and specialty physicians, community hospitals, the two founding academic medical centers, specialty facilities, community health centers, and other health-related organizations. Partners is a non-profit organization supported in part by charitable contributions.