Sr. Admin. Asst. Environmental Svcs.

Wentworth-Douglass Hospital, an affiliate of Mass General Brigham, is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve. At Mass General Brigham, we believe in equal access to quality care, employment and advancement opportunities encompassing the full spectrum of human diversity: race, gender, sexual orientation, ability, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.

ESSENTIAL FUNCTIONS
1. Provides administrative support to identified area leader(s).

a. Coordinates meetings, conferences, and schedules appointments for leader(s) and maintains appointments on electronic calendar.
b. Screens telephone callers and handles the caller's needs independently and/or refers them to appropriate individuals.
c. Takes messages and relays information to appropriate personnel.
d. Maintains work area in a professional and organized manner.
e. Creates and enhances departmental files and records.
f. Reserves conference rooms, in person and virtual, as needed.
g. Orders supplies as requested via the MGB systems
h. As requested, attends departmental staff meetings and takes minutes.
i. Maintains expertise in MGB clinical and laboratory systems such as but not limited to Ebuy, , Kronos, Taleo, eRecruit, and Vision to facilitate electronic workflow.
j. Develops administrative processes.
k. Distribution of departmental mail.
l. Reviews mail for items that can be handled independently.
m. Orient and onboard new hires, request MGB access to needed systems
n. Submit workorders to plant operations and IS as neededScan and organize files for QA/QC purposes
o. Submit invoices to MGB for payment, check requests, and set up POs as needed
p. Assist with maintaining department intranet for policies and procedures
q. Assist with customer service needs for internal and external clients
r.
s. Payroll & HR Administration
t. Edits and submits employee payroll utilizing the Kronos system ensuring proper policies and procedures are adhered to.
u. Primary resource for staff payroll-related inquiries including, but not limited to, payroll correction sheets and paycheck error research.
v. Prints and reviews resume's and schedules interviews.
w. Assists HR in assuring licenses and mandatory certifications are kept current.
x. Monitors/analyzes employee absenteeism occurrences and mandatory education compliance per policy guidelines.

2. Budget: Assists identified area leader(s) in ensuring that financial and budgetary objectives are met.
. Assists identified area leader(s) with annual budget preparation process when requested.

a. Develops/creates various financial reports and/or tracking data for leader(s).
b. Processes invoices and travel reimbursements and submits requests.

3. Performance Evaluations: Assists in ensuring the timely completion of performance evaluations.
. Works with identified area leader(s) to ensure timely completion of performance evaluations.

a. Monitors employee departmental education and HealthStream requirements to meet organizational compliance.
b. Primary resource for staff job descriptions and performance management related inquiries.

4. Provide Project Support and Complete Special Projects
. Performs special projects as requested.

a. Maintain contracts database
b. Submit license applications and maintain CAP, CLIA , State Licensure database
c. Maintain monthly statistical reporting for QA, CAP, Patience Experience, and finance purposes
d. Assist with provider faxing and new provider set up as needed

Experience Minimum Required
o 3 to 5 years of administrative experience supporting leaders of a department or organization of at least 100 employees.
o Proficient in Microsoft Office Suite.

Experience Preferred/Desired
o Administrative professional experience in a healthcare setting

Education Minimum Required
o High School Diploma

Wentworth-Douglass Hospital 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.