Sr Admin Asst II - Security Dept.
Wentworth-Douglass Hospital(WDH)

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.

Under the direct supervision of a service line Director and Managers, this position provides administrative and secretarial support for a department. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, and working on special projects. Project work includes project timeline maintenance; 4-block base creations, meeting agenda, stat tracking (project dependent), point tracking for Operations Excellence projects; project packet creation for meetings. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.
1. Administrative Support - Provides administrative support to the Director and service line Managers an others as directed in order to ensure successful service line operations.
o In a detail-oriented manner, performs routine administrative/clerical functions including, but not limited to correspondence, meeting coordination, and other duties as assigned.
o Works to resolve any clerical and office workflow issues as processes evolve and change.
o Prepares meeting agenda and minutes by working collaboratively with departmental staff and others to create agenda, pertinent meeting information, and disseminate as appropriate. Support development of the WDPC Board of Directors materials as requested.
o Creates and enhances departmental files and records.
o Serves as back up for other administrative staff in the department in the event of illness or vacation time.
o Performs other administrative/clerical functions as assigned by service line management.
o Monitors and manages education/travel budget, ad hoc expenses items and ad hoc invoices per organizational and departmental policy.
2. Project Management - Works independently and within a team on special non-recurring and ongoing projects. Acts as project manager for special projects at the request of the Director, which may include: planning and coordinating multiple presentations, and disseminating information.
o Independently assists with coordination, development and progress of project as measured against the timeline and identified output/product.
o Collaborates and integrates effectively with other departments services and participates in meeting project objectives.
o Demonstrates knowledge of organizational needs and information relevant to project.
o Serves as key contact for project progress and related activities.
o Communicates regularly with the department Director on project issues/items that impact the scope of the project(s).
o Manages communications, ensures issues/changes or required performances impacting the project are documented and addressed with the appropriate individual(s).
o Facilitates project development process by coordinating/scheduling meetings with appropriate participants.
3. Compliance - Tracks annual requirements and tracking/reporting activities associated with Joint Commission and/or other surveys that require tracking/trending.
o Under the direction of the Director, and his/her designee, assists in tracking and trending of data from service line results.
o Maintains existing policies, standard operating procedures and contracts. Tracks for review with service line leadership upon policy/contract renewal date(s).
o Forms creation - creating, formatting, editing, tracking, managing, publishing/posting of forms in accordance with organizational and departmental policy.
o Works with WDH contracts coordinator and Partners contract team to assist in the timely review, renewal and tracking of all Surgical Services contracts.
o Assists service line leadership in the completion of annual performance review and annual requirements for the direct reports of service line leadership.
o Coordinates and assists in the preparation of all introductory and annual evaluations and touch-points.
o Coordinates peer feedback, Healthstream (LMS) and Standards of Conduct completion.
o Maintains a current listing of staff certifications and licenses along with expiration dates.
4. Timekeeping / Payroll support - acts as the primary resource for payroll and timekeeping for all designated areas.
o Edits and submits payroll for all designated departments, ensuring payroll policies and procedures are adhered to.
o Reviews time records and exemption/exception sheets for accuracy and submits to payroll staff according to established deadlines. Maintains department exception sheets.
o Monitors/analyzes employee absenteeism and leaves of absence while escalating concerns to appropriate Manager.
o Acts as the liaison for staff payroll related inquiries.
o Manages education/travel budget, ad hoc, department expenses and ad hoc invoices.
o At direction of Service line leadership: • Approves and submits professional dues and educational expenses. • Coordinates conference / meeting travel requests for service line staff and leadership. • Tracks specific departmental education/travel budget items to ensure actual spend does not exceed budgetary allowance prior to submission to WDH Travel Coordinator.

Qualifications
Experience Minimum Required
o Minimum of seven (7) to ten (10) years administrative professional support experience in a healthcare setting.
Education Minimum Required
o Associate's Degree in business, healthcare, communications or related field; Or equivalent education and direct work experience.
Education Preferred/Desired
o Associate's Degree in business, healthcare, communications or related field.
o Special Skills Minimum Required
o Advanced MS Word, Excel & PowerPoint skills, Proficiency in MS Project or Vizio within one year.
Special Skills Preferred/Desired
o MS Project or Vizio
o Knowledge of medical terminology and project management methods/procedures.

EEO Statement
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.