Job Description

The Staff Assistant III performs a central coordinating role for all administrative matters relating to select education programs in the Department of Psychiatry. This includes the Fellowship in Consultation Psychiatry, the Fellowship in Forensic Psychiatry and the Harvard Medical School student rotations in Psychiatry. The position also provides regular coverage and backup administrative support to the combined Warren 6 outpatient practices.

Designated coordinator for the Fellowship in Consultation Psychiatry and the Fellowship in Forensic Psychiatry, entailing the following:

* Serves as the point person for prospective fellowship candidates as well as active fellows

* Maintains files on applicants, coordinates interviews and ensures a smooth on-boarding process for accepted fellows

* Uses New Innovations to ensure timely completion and reporting of duty hours and evaluations

* Maintains compliance with the Accreditation Council for Graduate Medical Education, Harvard Medical School and National Resident Matching Program

* Maintains program training and rotation calendars, manages expenses, assists with fellows visa issues and attends required fellowship-related meetings

* Works on special projects as needed in collaboration with the Fellowship Directors

* Provides administrative support to the Director of the Fellowship in Consultation Psychiatry

Designated Medical Student coordinator for Psychiatry, entailing the following:

* Ensures a smooth flow of operations for students and instructors in multiple courses by coordinating lectures, obtaining evaluations, orienting students to the clerkship, obtaining necessary supplies and handling other administrative tasks as they arise

* Proactively coordinates scheduling with faculty

* Troubleshoots any daily issues that arise during the student rotations

* Coordinates with the chief residents of the Blake 11 Inpatient Psychiatry service, Acute Psychiatry Service and Psychiatry Consultation Service to develop appropriate schedules for students

* Works on special projects as needed in collaboration with the Director of Medical Student Education in Psychiatry

* Provides administrative support to the Director of Medical Student Education in Psychiatry

Supports administrative functions of the combined Warren 6 outpatient practices (outpatient portion of Psychiatry Consultation Service, Transplant Psychiatry service and ECT service) regarding the following:

* Coordinates observerships as they relate to any Warren 6 practices

* Provides backup template management for all Warren 6 outpatient providers

* Providrd regular coverage for the Adult Psychiatry Consultation Service by providing lunch and primary backup coverage to Staff Assistant. This includes triage of consult calls, paging out of consults to physicians and maintenance of patient database.

* Provides backup for Warren 6 outpatient visits including check-in, collecting co-payments and availability for any patient or provider concerns

* Provides coverage for ECT service when needed

The position handles confidential information and must abide by all HIPAA and hospital-related policies and procedures. The candidate will also perform all other duties that are unit-specific and appropriate to this level of position.

Proficiency in MS Outlook, Word, Excel

Excellent time management and communication skills

Strong attention to detail and deadlines

Capable of establishing priorities

Ability to perform under stressful and busy circumstances in order to meet the demands of the job

A high degree of initiative and independent decision-making

Strong oral and written communication skills

Ability to handle sensitive and confidential matters

High school diploma, GED or equivalent required.

Bachelor%27s Degree preferred

2-3 years experience in an administrative office setting preferred

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.
EEO Statement
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