Administrative Assistant II

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* Minimum of 2-4 years of general office work experience (healthcare setting strongly preferred).
* Previous experience managing complex scheduling and tracking systems
* Experience working with Families/patients with special needs preferred.
* Experience working with families with special needs preferred.
* Experience with developing marketing material content and website management preferred.
* Fastidious attention to detail.
* Excellent interpersonal communication (verbal and written) and customer service skills.
* Strong judgment, prioritization, and problem-solving skills
* Excellent computer and technology-based skills, including Outlook email and calendar, Microsoft Office software (Word, Excel, PowerPoint, Teams), Zoom teleconferencing platform and database programs as well as site-specific software and office telephone system
* Effectively interact and collaborate with all levels of staff and management
* Ability to work independently, as well as part of a team
* Excellent organizational skills; proficiency in prioritizing time and handling multiple tasks.
* Previous experience with Epic electronic medical records system and knowledge of medical insurance plans strongly preferred.
* Previous experience in a healthcare facility strongly preferred and/or the ability to quickly learn sufficient medical terminology to interact with and triage patient requests related to program needs.
* Ability to handle confidential and sensitive information and knowledge of HIPAA Confidentiality and Privacy Policies.
* Must comply with all MGB policies and procedures
* Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing. Ability to use standard office equipment.
* Coordinate the annual WS conference (for public participation).
* Draft and coordinate communication efforts including social media, website information, and other marketing communications as needed.
* Organize annual events and other scheduled meetings, including email communications, materials, logistics, catering and technology set-up/break-down
* Assist in agenda preparation, project scheduling, presentation development and handout coordination.
* Coordinate incoming speaker requests, staffing, and travel as necessary for events.
* Perform other duties or special projects that are appropriate to this level of position.
* Assist with management of calendar, including coordination of scheduling for patient and other visitors and non-clinical Zoom platform management.
* Effectively and independently interact with all levels of clinical and administrative management within the MGH and MGPO as well as across the MGB organization.

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