Massachusetts Eye and Ear Infirmary ADMINISTRATIVE ASSISTANT in Boston, Massachusetts

Description POSITION SUMMARY: Partners with and supports the Director of Ophthalmic Education and Faculty Development while coordinating the daily administrative aspects of the academic and training functions of the department.


  1. Provides general administrative support to the Director of Ophthalmic Education and Faculty Development, Chief Resident, and Ophthalmic Education Project Manager.

  2. Assists Director of Ophthalmic Education in organization and coordination of Residency Program, including but not limited to New Resident Orientation, Graduation (data collection, program, room scheduling, certificates, etc.),Grand Rounds scheduling, Emergency Department Chart Review scheduling, Resident p01ifolio maintenance, and related tasks.

  3. Works collaboratively with other offices such as Public Affairs, Development, and the Medical Staff Office as required.

  4. Creates and maintains special project work files; keeps file documentation current, correct, and complete to facilitate work t1ow.

  5. Works with the Director of Ophthalmic Education and the Residency Program Director to: a. Organize twice yearly evaluation meeting schedule of the residents and Residency Committee. b. Maintain resident correspondence for the Residency Program Director. c. Coordinate and organize the process of matching medical students to the residency program on a yearly basis. Includes downloading resident applications, sorting and distributing applications, tracking and compiling scores, maintaining applicant files and ensuring that all paperwork is up to date.

  6. Tracks all monetary allowances for the residents and keeping residents apprised of their individual accounts; track and coordination of resident vacation time.

  7. Maintains project and billing files for the Ophthalmic Education Office, including setup of new files, daily file maintenance and preparation of files for transfer to physical and/or electronic storage.

  8. Responsible for ordering office supplies through purchasing and maintaining organized supply areas.

  9. Responds to incoming telephone calls following department protocol, responds to questions that are appropriate and refers and/or takes complete messages.

  10. Maintains New Innovations and ACGME websites. Inputs information into ECommons (HMS intranet), the Source, and MEEI public website.

  11. Assists Director in administering HMS courses OP 501, OP 502, Patient-Doctor II, and Core Medicine Clerkship.

  12. Schedules Wet Lab sessions, and helps maintain the facility, including ordering pig eyes and arranging stericyle pick-up schedules.

  13. Assists with delivery of Continuing Medical Education courses from initial application through award of CME credits.

  14. Assists with preparations for annual events, including training courses and conferences.

  15. Maintains strict confidentiality regarding all physician, community doctors and employee matters at all times. Secures confidential information throughout the workday.

  16. Ability to take on new tasks and adapt to different work assignments and personalities. Ability to arrive early and/or work late as necessary.

Requirements EDUCATION AND EXPERIENCE: Bachelor's degree and 1-3 years administrative experience preferred. Key attributes include: a. Demonstrated strong organizational skills, with proven experience prioritizing work and coordinating multiple projects simultaneously. b. Excellent written and spoken English language skills. c. High attention to detail. d. Demonstrated ability to proofread and correct one's own work and complete tasks with minimal supervision. e. Excellent Microsoft Office skills. f. Exceptional problem solving, critical thinking and customer service skills. g. Professional demeanor, eagerness for professional growth and challenging work

Requisition Number: 16-0351

Post Date: 10/12/2016


Department: Ophthalmic Education

Shift: Day

Hours Per Week: 40

City: Boston

State: MA