Staff Assistant, III

Reports to the EH&S Director; utilizes assigned resources to proactively oversee, coordinate and provide office management support for the EH&S and Radiation Safety departments; continually evaluates office protocols and management systems to assure maximum effectiveness and efficiency; utilizes technology to improve support systems and address new needs. Assists with budget preparation and management by closely documenting and monitoring expenditures and costs; regularly summarizes and reviews financial status as required; maintains various schedules and communicates regularly with clients; supports special project work; participates in continuing education activities to maintain and enhance personal skill set and office functions.

• Responsible for day-to-day office needs common to the EH&S and Radiation Safety departments: answering phones; directing service calls; arranging meetings, conferences; maintaining schedules and calendars; filing and recordkeeping; typing, copying and performing data entry; managing databases; maintaining supplies and equipment inventories; attending meetings and, when necessary, recording and distributing minutes
• Documents and maintains office procedures
• Serves as timekeeper and key giver.
• Documents earned time usage and processes payroll.
• Manages licenses and permits required by various public authorities; proactively tracks status; assures timely renewal; maintains the EH&S portion of the shared inter-departmental database of license and permit certificates
• Assures the effective documentation and archiving of EH&S records; utilizes electronic storage options for satisfying permanent recordkeeping needs
• Maintains current and accurate records of operating expenses; interfaces with vendors, Accounting, Purchasing, Special Funds etc. to keep department accounts current
• Performs administrative projects and other duties as assigned to ensure the efficient and effective functioning of the office

WORKING CONDITIONS:

• Must frequently manage multiple tasks, often simultaneously
• Available to work occasionally outside of regularly established hours
• Function independently while seeking supervisory assistance when appropriate
• Assure coordination of all office functions in common support of EH&S and Radiation Safety
• Continually participate in training to keep abreast of developments and new program demands

FISCAL RESPONSIBILITY:

• Uses account information and knowledge of department operations to track financial performance; immediately informs director of actual and potential account variances
• Reviews financial performance with the director on a monthly basis
• Analyzes accounts and prepares initial annual budget submission
• Prepares and submits year end accrual reports

QUALIFICATIONS:

• A college degree is desirable, a high school diploma is required
• Three to five years of related experience
• Demonstrated competence in general business/operational office protocols
• Strong computer skills a must; minimum of Word, Excel, and ability to learn and utilize hospital and department -based software (e.g. Kronos, PeopleSoft, Outlook, MCN ellucid, Dreamweaver, Partners Authorization System, Filemaker, Document Direct…) for timekeeping, purchasing, policy and website maintenance, recordkeeping and other functions as necessary
• Excellent verbal and written communication skills
• Flexibility and teamwork

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Highly motivated, organized, and proactive; able to function with minimal supervision
• Must oversee and coordinate the work of a staff assistant 1 position
• Ability to communicate effectively with all staff levels throughout the hospital
• Must maintain a focus on client needs
• Must handle conflict situations tactfully and constructively if they arise
• Must function effectively and efficiently in a demanding and fast paced environment that presents constant change
• Typing 60 wpm