3-5 years of experience
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Employment Type:
Full time
Job Category:
Staff Assistant, III
Partners HealthCare System | Charlestown, Massachusetts
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Job Description


Working under the general direction of the Senior Director, MGPO BT, BI & Physician Analytics, this position is responsible for the administrative support of the MGPO Business Transformation and the Assistant CMIO for the MGPO. We are seeking a dynamic, outgoing, and self-starting individual who has an understanding of organizational practices and policies and displays a high degree of initiative, confidentiality, and professionalism.

To achieve excellence in performance, this position will require a collaborative working relationship with all members of MGPO Finance, Partners RCO, MGH Revenue and Partners IS/Finance, strong office management and organizational skills, and the ability to develop and maintain effective working relationships.


Meeting Scheduling, Calendar Management and Support

* Responsible for managing the calendars of the Senior Director, Business Transformation, Physician Analytics and Business Intelligence and the Asst. Chief Medical Information Officer / Asst. Medical Director at the MGPO, and the management teams of both departments

* Actively manages appointment calendars of Senior Director and CMIO and Management Team; monitors changes and resolves scheduling conflicts.

* Assumes ownership of meetings requested by the Senior Director, Asst. CMIO and/or management team by reserving appropriate space, necessary equipment, ordering food, confirming attendance, preparing agendas, taking minutes where required and distributing them to all participants, and maintaining meeting material files.

* Responsible for booking appropriate conference rooms for Departmental users and other organization-wide users for conference room space within our location, Maintain the cleanliness and security of the conference rooms including ensuring that food and materials are cleaned at the conclusion of meetings.

* Makes travel arrangements for Senior Director, CMIO and Management Team including creation of itinerary, local transportation, flight, hotel and rental arrangements.

* Submits and maintains expense reports, ensuring compliance with PHS policies and procedures

Reception and general office management

* Provides general office support for department administration. Duties include but are not limited to answering phones, managing calendars, faxing, filing, copying, typing, distribution of mail, maintaining and photocopying professional articles, sending FedEx packages, etc.. Functions as the main contact for staff that have questions related to daily operations, and to triage calls to appropriate personnel.

* Assists with the orientation, training, and work-space set-up of new staff.

* Assigns and prioritizes own workloads; evaluates, and standardizes office procedures and effectively troubleshoots and resolves issues as they arise. Informs staff of inter and intradepartmental policy and procedure changes.

* Functions as the timekeeper and report employees' time worked in Kronos. Maintains departmental earned time calendar.

* Develops and oversees the maintenance of departmental filing, record keeping, and other types of office systems.

* Submits weekly Staples order

* Arranges and follows through on all space-related issues including relocation, renovations, and refurbishing. Works closely with MGPO PBO Office Manager, for building care/upkeep.

* Maintains custody and distribution of departmental "floater" laptops.

Document Preparation and Distribution

* Prepares departmental policies and procedure manuals, system and training manuals, and other materials as needed.

* Prepares, proofreads and edits correspondence, meeting agendas and minutes, and other reports at a high level of proficiency.

* Assists in the preparation of presentation materials, including, but not limited to graphics, slides, etc.

* Performs all other duties or special projects that are unit specific, and that are appropriate to this level of position


* Professional business office environment

* The hours are Monday through Friday 8:00 AM to 4:30 PM but may vary according to the demands on this position

* The work environment is very busy and dynamic


Monitoring of purchase orders, supply inventory levels, and vendor contracts as required.


* High School diploma or equivalent required with a minimum of 2 - 4 years of experience. Associate's Degree in Secretarial Science/Business, or a Secretarial Training Certificate Program preferred.

* Proficiency in Microsoft Office suite (Excel, Word, Outlook) required; high competency in word processing required.

* Knowledge of PeopleSoft

* Proficiency in Microsoft Visio, PowerPoint and Project a plus


* Requires exceptional interpersonal/communications/organizational and negotiation skills

* Performs role with minimal supervision, notice or direction to identify and resolve problems and complete work

* Ability to successfully manage numerous tasks simultaneously and to work within specific timeframes to meet deadlines

* Organization Skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively, follow established protocols, and work within systems

* Communication skills: Must communicate in a professional, courteous, clear and concise manner, and be able to interact with people from across PHS

* Writing skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note) and to take complete and accurate messages.

* Discretion and confidentiality: incumbent may work with confidential information and must use the information discretely and securely.

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.

This company profile was created by AfterCollege and is about Partners HealthCare System. This page is not endorsed by or affiliated with Partners HealthCare System. For questions regarding company profiles, please email: care@aftercollege.com.