Staff Assistant, Employee Assistance Program-(3309069) - Partners Healthcare System

This role is a hybrid with 3 days (Tuesday, Thursday, and Friday) in the office at MGH and 2 days remote but is subject to change as needed. Travel between EAP offices will be required.

Mass General Brigham is committed to providing innovative and high-quality patient care in a diverse, dynamic system and is engaged in, and committed to, creating an inclusive work environment. We endeavor to create a workforce with different backgrounds to strengthen our commitment to serving our diverse population.

Under the direct supervision of the EAP Director, the Staff Assistant position supports all aspects of the Employee Assistance Program (EAP) services, primarily at the Mass General Hospital EAP office site, and provides rotating coverage at the Brigham and Women’s Hospital office site as needed. This position provides administrative assistance to EAP Counselors, Consultants, Database Manager, and management staff. Responsibilities include handling incoming telephone requests for service, initial assessment of needs and appropriate triage to EAP Counselors and Consultants, providing EAP resource information or referral assistance for work/life service requests, and scheduling client appointments.

This position supports the EAP leadership in effectively leading the department by assisting them with special projects. Tasks included but not limited to; collecting and preparing information for meetings with staff and outside parties. Coordinate complex scheduling and extensive calendar management.

This Staff Assistant supports the day-to-day functioning of the offices by ensuring timely answering of the phones and booking appointments, adequate supplies, addressing any environmental concerns or anything else that potentially impacts service delivery. Coordinates logistics of training, seminars, and related publicity. Supports and administers a variety of projects as needed. A demonstration of listening skills, empathy, and the ability to effectively act as a link between the client/caller and the EAP consultant is a critical component of this position.

Principal Duties and Responsibilities:
• UKG – Serves as a backup timekeeper as needed.
• Triages incoming calls, obtains initial intake information, schedules appointments, and provides information and referrals for brief, non-clinical inquiries.
• Coordinates logistics for training seminars, including conference room reservations, audiovisual needs and refreshments.
• Inputs confidential client data into EAP electronic database.
• Monitor online dashboard for requests and schedule client appointments
• Maintains adequate office supplies; organize and maintain storage rooms and kitchen area.
• Processes invoices and check requests.
• Maintains and updates client handouts.
• Monitors the Lactation Room, EAP Physician program and PHS Forms shared mailboxes.
• Assists EAP Affiliate Liaison with booking clients, entering them into the database and creating purchase orders.
• Assists the Data Analyst with transferring WOS data within clinical records.
• Provides EAP Counselors with administrative support (i.e. calendar management and scheduling meetings).
• Provides staff support to EAP Work & Life programming as needed; gathers, copies and collates packets of handout materials for each seminar; registers attendees online or in-person as needed.
• Participates in annual training and development; attends a minimum of two job-related trainings annually.

Qualifications:

• Bachelor’s Degree or equivalent combination of education and experience.
• Experience managing projects is preferred
• Superior interpersonal skills; enjoy working directly with clients and possess a helpful and empathic attitude.
• Organizational skills with the ability to work independently and collaborate well with others and with supervision
• Sensitivity to differences and cultural competence in the workplace.
• Ability to work under pressure and maintain strict standards of confidentiality.
  

Skills/Abilities/Competencies:

• Knowledge of and ability to work with the diverse issues and needs of various multicultural, ethnic, socio-economic, educational, and age-specific populations found within the organization.
• Strong oral and written communication skills. Experience in dealing with a high intensity, emotionally stressed population.
• Computer skills, including Microsoft Windows, Excel, Microsoft Word as well as excellent organizational skills.

Fiscal Responsibility:

• Processes invoices and check requests and maintains these records. Manages EAP promotional material and monitors the budget in which these items are paid from.

Working Conditions:
Employee will be working in an office setting. Currently, this role is a hybrid with 3 days in the office and 2 days remote but is subject to change as needed. Travel between EAP offices will be required. Offices may at times need to be shared.

About Us:

As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women’s Hospital and Massachusetts General Hospital, Mass General Brigham supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care, and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We’re focused on a people-first culture for our system’s patients and our professional family. That’s why we provide our employees with more ways to achieve their potential. Mass General Brigham is committed to aligning our employees’ personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development—and we recognize success at every step.

Our employees use the Mass General Brigham values to govern decisions, actions, and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

Mass General Brigham 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 the law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.