What are the responsibilities and job description for the Staff Assistant II position at Massachusetts General Hospital?
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Day-to-day administrative support
Serve as a UKG timekeeper in the department, tracking time, sending notifications, managing absences, creating schedules, and providing visibility into schedules
Receipt and processing of travel reimbursements and business expense claim through PeopleSoft
Submission of e-Checks for invoice payment
Places orders for laboratory in Peoplesoft Peoplesoft (eBuy) and tracks requisitions, purchase orders and fund usage via iLab web-based software
Follows up on backordered items and updates iLab
Monitors payment of invoices using Partners Peoplesoft and Insight and adjusts/closes out purchase orders as necessary
Keeps electronic copies of all orders and quotations organized in Dropbox
Processes employee reimbursements in PeopleSoft
Generates Fedex shipping documents for packages sent by the lab
Facilitating pickup and distribution of MBTA passes for MIND staff
Maintains lab/s contact list
Coordinates program-wide meetings, seminars and events; including scheduling, agenda development, room arrangements, set up/break down of room, refreshments, audio-visual aids, communications, guest speakers, and other related details
Coordinates and establish relationships with departmental administrative and project support staff
Handle inventory maintenance and the ordering of supplies as needed
Identifies and proposes methods for process improvement and policy development
Accepts other assigned tasks as delegated
SKILLS/ABILITIES/COMPETENCIES REQUIRED:
Microsoft Office suite skills
Computer skill knowledge (including operating systems, word processing, electronic mail, Internet and spreadsheets) required to be trained in the following software: Partners Peoplesoft and Insight and iLab
Strong interpersonal and communication skills to interact efficiently with a large research group whose members come from many different countries
Must have strong organizational skills, be self-motivated and able to work independently, once trained
EDUCATION:
High school diploma required, college degree preferred.
EXPERIENCE:
Prior 2-3 years of administrative/related work experience required.
FISCAL RESPONSIBILITY:
Prepares and processes purchase orders and employee reimbursements.
WORKING CONDITIONS:
Hybrid (onsite work at CNY 114.)
The General Hospital Corporation 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. 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.
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.
