Staff Assistant (IHP Staff)

Location
Boston, MA
Posted
Oct 20, 2019
Institution Type
Four-Year Institution
DescriptionSUMMARY:
Reporting to the Chief ofStaff, provide support for the operation and activities of the Office of thePresident, including support for the President, Chief of Staff, and ExecutiveAssistant to the President.  Responsibilitiesinclude establishing and maintaining appropriate office systems and maintainingdatabases. Staff and support Institute committees as assigned includingassisting in preparation and distribution of meeting materials as well asattending meetings and taking minutes.


RESPONSIBILITIES:


  • Provide administrative support for the Office of the President. Serve as receptionist for the Office of the President and central source of institutional information, greeting visitors, trustees, faculty, staff, and students, answering questions within established guidelines and directing them to the appropriate office or individual.  Handle incoming telephone calls, routing calls, taking messages, answering inquiries, and assisting callers as appropriate.  Handle mail daily.
  • Undertake tasks related to the Board of Trustees meetings and activities including: compiling and distributing meeting materials and assisting Trustees with accommodations. Set up breakfast, lunches, and track attendance.
  • Staff committee(s) as assigned. Record, write and post approved minutes on the Intranet.
  • Review, verify and submit check requests and invoices, including Wells Fargo corporate card for the OTP.  Track budget in Excel spreadsheet.  
  • Coordinate monthly lunches with the President and staff and the President and faculty, and the President and SGA’s.
  • Undertake tasks related to the OTP events, including Commencement, Holiday Party, and special events throughout the year.  
  • Monitor and maintain office supplies inventory. Organize and stock beverages and supplies in the kitchen.
  • Maintain Office of the President’s content on the Intranet. 
  • Review Yardarm monthly to obtain new employee information for Welcome Cards.
  • Coordinate special projects as assigned. Other duties as assigned by the supervisor.


QualificationsEDUCATION:

  • Minimum of an associate’s degree, bachelor’s degree preferred.
SKILLS / ABILITIES / COMPETENCIES REQUIRED:

 

Administrative Skills:


Excellent telephone and interpersonal skills and strong writing skills.  Ability to plan and prioritize, handle multiple tasks, and be flexible.  Ability to work independently and as part of a team.  Will handle confidential institutional information; confidentiality and discretion are essential.  Strong organizational skills, attention to detail, accuracy, and high quality presentation standards are essential. 

 Technical Skills:

Proficiency in Microsoft Outlook, Word and Excel required.  Willingness to acquire new skills.
Physical Capabilities: Occasional need to deliver or pick up materials off site.

 

 

 

 

 

 

 



Primary Location: MA-Charlestown-MGH IHP
Work Locations:
MGH IHP (MGHCharlestownIHP)
36 First Avenue
Charlestown, 02129


Job: Administrative Support
Organization: Massachusetts General Hospital(MGH)
Schedule: Full-time
Shift: Day Job
Employee Status: Regular
Job Posting: Oct 18, 2019

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