Under the general supervision of the Program Manager, provides administrative support to TESSCC attending physicians, Medical Director of Blake 12, Director of Quality Division of Trauma, Emergency Surgery and Surgical Critical Care, Director, Clinical Research, Director, International Research Fellowship.

Works with administrative leadership and clinical staff members to ensure a quality-based, customer-oriented flow of work. Requires discretion and judgment to organize priorities, complete tasks and handle confidential patient and Partners business information. Responsibilities include office reception; scheduling meetings, preparing and distributing meeting minutes, reports, manuscripts and other Trauma Program correspondence; performing photocopying, faxing, and establishing and maintaining filing systems; and answering telephones. Works collaboratively with the Trauma Program administrative team and other Trauma Attending Physicians on a day-to-day basis.

• Answering and screening of incoming telephone calls and inquires.
• Handle correspondence: mail, envelopes, faxes, etc.
• Manage calendars and schedules.
• Schedules, organizes and coordinates meetings, events and staff trainings including but not limited to preparing agenda and presentation materials, coordinating speakers, reserving conference rooms, catering, room setup, and other logistical planning.
• Arranging travel for national and international meetings and conferences
• Update curricula vitae
• Compile and manage submissions to national conferences.
• Assist with recredentialing/licensure process, including obtaining clinical evaluations.
• Ensures timely renewal and maintains files of physician's medical license(s), DEA certificate, professional liability insurance, etc. Prepares and maintains files of hospital and managed care plan credentialing documents.
• Provide purchasing support for the office.
• Communicate with manager for funding information and approval.
• Communicate with requester (staff member), Partners Purchasing Department, and/or endors to determine the best item/vendor to fit their needs.
• Communicate with staff, vendors and PHS Accounts Payable regarding payment processing and status.
• Create and track Requisitions with the PHS eBuy system.
• Process and track invoices for payment via purchase order or check request.
• Receives and processes monthly bills for payment.
• Organize applications for review.
• Onboarding new providers or fellows: including but not limited to orientating to office, providing badge access, assist in obtaining scrubs, pager, network access, PeopleSoft ID, phone/computer, and work space.
• Schedule weekly meetings with fellows and Attendings to discuss ongoing projects.
• Update and maintain fellows' database containing applications, accomplishments during program, continuity of projects, and headshots.
• Course Coordinator: Trauma/Critical Care Didactic Conference and Journal Club
• Schedule speakers for meetings
• Collect and maintain record of required CME documents from speakers provided by the PHS Office of Professional Development (CPD)
• Secure conference room, A/V set up and order catering.
• Prepare and distribute announcements.
• Performs other duties that are appropriate to this level of position.
• Provide back-up administrative support for the division.
• Other duties as assigned.

EDUCATION:

• Minimum Required: High School diploma
• Preferred: Bachelor's Degree

EXPERIENCE:

• Required: 1-3 years' experience in an administrative office setting (healthcare-related preferred)
• Knowledge of basic medical terminology preferred.

Massachusetts General Hospital is an Affirmative Action 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. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.