Genetic Counselor Assistant - Boston Job Boston area,Massachusetts USA,Administrative/Clerical

Job Profile Summary

This role focuses on providing administrative and business support to the organization to achieve operational goals. Responsibilities include general administration duties such as producing documents, collecting, recording, sorting and filing information, handling mail, preparing routine reports, making travel arrangements, arranging appointments, responding to inquiries, data entry, and operating office equipment. It is an organizational support or clerical role focusing on daily business activities in a hands-on environment.

The position is typically an experienced level role with supervision and the ability to interpret or adapt standard procedures as needed.

Job Overview

This position ensures continuous, efficient, and smooth operation of the department. Tasks include serving as a clerk, receptionist, typist, and providing customer service with time management. Responsibilities are accomplished by assisting callers, taking messages, managing the department calendar, placing purchasing orders, and maintaining an up-to-date filing system. Handles routine matters to conserve the supervisor s time.

Job Description
Minimum Qualifications

High School diploma or equivalent.
Two (2) years of related experience.

Preferred Qualifications

Five (5) years of related experience.

Duties and Responsibilities

Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.

Types correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested. Takes and transcribes dictation of a highly confidential nature.

Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements.

Receives, handles, and transfers phone calls and messages within the department promptly and courteously.

Greets visitors in a friendly, professional manner and directs to the appropriate person/place.

Collects and gathers information needed for conferences, meetings, and reports.

Processes all incoming mail, opens and dates stamps, and organizes the schedule of the Administrative Manager for action, follow-up, and review.

Makes travel arrangements utilizing the hospital travel agent. Arranges flights, hotels and conferences as requested. Maintains appropriate documentation in accordance with established hospital policy and submits expenses for reimbursement.

Maintains office files through development of an organized and efficient filing system. Ensures daily filing and maintains a directory on the hospital network to minimize paper filing.

Processes hospital forms including, but not limited to: employee action form, purchase requisition, request for payment, and petty cash. Ensures appropriate documentation is attached to each form.

Maintains and orders office supplies as necessary.

Communicates equipment problems beyond the scope of departmental repair to Medical Engineering personnel.

Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.

Maintains confidentiality in all office matters.

Maintains collaborative, team relationships with peers and colleagues to support the achievement of group goals and a positive work environment.

Monitors the unit cost and quality of departmental supplies purchased from outside vendors. Negotiates purchase agreements with vendors.

Attends meetings as requested and prepares meeting notes for distribution. Composes letters and memoranda from dictation, verbal direction, or knowledge of hospital policy and procedures.

Coordinates the assignment and setup of new staff, processing network request forms, passwords, and ordering and setup of new equipment.

Physical Requirements

Normal office setting.
Frequent contact with patients, medical staff, and department personnel.

Skills & Abilities

Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.

Good organizational and communication skills, both verbal and written in English.

Good computer skills using Microsoft Office including Outlook, Excel, and PowerPoint.

Ability to ensure accurate message taking.

Excellent interpersonal skills.

Ability to work under pressure.

Working knowledge of office equipment, such as printers and fax machines.

Ability to adapt to conflicting and/or changing priorities.

Pay and benefits information:
At Tufts Medicine, compensation is designed to offer fair, competitive pay and comprehensive Total Rewards. The base pay ranges reflect the minimum qualifications for the role; individual offers consider experience, certifications, education, skills, and internal equity. Pay range: $20.12 - $25.15.

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