Job details
Job type part-time
Full job description
Staff assistant iii (fully remote)
- (3170541)
Under the direction of the senior administrative manager the research staff coordinator will provide a full range of personnel functions for research personnel for the department of radiologyThis position is responsible for working with all research staff at a variety of levels to orient, educate, inform and provide a positive human resources environment within the radiology department that links smoothly to the mgh human resources departmentMajor personnel duties include:
Assisting with overseeing departmental personnel issues as it relates to research personnel
Facilitating the on boarding new employees process
Managing the research orientation with all new research employees
Facilitating the off boarding /exit process
Assisting with reviewing salary and wage issues
Assisting in identifying and rewriting job descriptions that need to be revised and/or updated
Facilitating the visa process for research personnel
Ensuring that all research personnel performance evaluations are performed in a timely manner and in compliance
Addressing research fellow issues related to professional staff appointments, salary, benefits, etc.
Acting as department liaison with professional staff office, credentialing office, exception/training plan office, physician operations office and the office for international professionals & students
The research staff coordinator will work closely with the senior administrative manager, reviewing business procedures and ensuring processes are developed, implemented and continually improved, to help ensure information and resources are accessible to researchers.
The incumbent works with great independence on a wide variety of projects and is guided by the general strategic direction that is developed in consultation with the senior administrative manager and the input of radiology leadership as well as researchersProject work responsibilities include:
Developing procedures and materials to create or increase awareness within the radiology research community of procedures related to research personnel needs;
Ensuring that necessary information such as forms and job descriptions are established for researchers not only meeting basic criteria for funding approval but also advising for an outcome that meets the needs of the research project, human resources and finance requirements;
Seeking opportunities to strengthen the administrative support and develop relevant business procedures that create efficiencies for researchers.
Helping develop and finalize various sops and policies for the department
Overseeing the design, planning and implementation of all hr initiatives and activities that provide a positive, well-informed environment for staff.
The research staff coordinator will work closely with the administrative director of research, reviewing business procedures and ensuring processes are developed, implemented and continually improved, to help ensure information and resources are accessible to researchers.
The day to day operational work includes:
On boarding
Coordinate all radiology research new hires
Maintain the new hire mailbox for radiology research
Verify dollars are available to support the new hire
Determine whether an exception or training form must accompany the new hire form
Maintain professional new hire spreadsheet/database
Design, implement and manage an orientation program for all new research staff
Design flow diagram for incoming employees to assist the department administrators with the various hiring components
Develop a welcome packet for research employees (monthly/weekly/non-employees/fellows)
Develop a pre-on boarding checklist (containing links to pips, hr, guidelines for hiring, etc)
Create a new hire checklist that includes everything that needs to be done when hiring research personnel
Off boarding
Design, implement and manage an off boarding / exit process for exiting research personnel
Create a tool/checklist that outlines all the requirements when a pi is leaving - this should include notification to the proper offices, timelines, relinquishing documentation, change in pi for awards staying here, etc.)
Implement a strategy to be informed of employees terminating in a timely manner
Post docs / research fellows
Coordinate the exception forms
Coordinate the training forms
Develop a business process to ensure outside funding for post docs / research fellows is addressed prior to expiring
Develop a business to determine when the post docs / research fellows should be getting a salary increase
Develop a business process to ensure exceptions are managed prior to expiring
Coordinate the career conferences for post docs / research fellows to ensure all receive their annual evaluations and required increases
Address post docs issues related to professional staff appointments, salary, benefits, etc.
Non-employees
Coordinate the hiring of research non-employees
Develop a business process to ensure research non-employees are managed
Oversee all procedures related to hiring and record maintenance of research non-employees
Visas
Coordinate radiology research visa requests including visa extensions and departures
Develop a business process to ensure visa are managed prior to expiring for research personnel
Data management
Create and maintain a database of potential candidates for new hires in radiology
Annually:
Review the peoplesoft tree is structured so the research radiology has access to all the pi`s they manage, the director is the approver for all individuals charged to a sponsored project/sundry/gift etc, and only a professional research administrator is managing research folks
Consolidate the current peoplesoft deptid`s are structured - naming conventions impact badges and contact information
Review the approval structure for the hybrid physician tree to ensure all physicians that do clinical work and research are under the hybrid tree
Other
Coordinate the process of research staff evaluation providing information to staff on the mgh evaluation process
Assist with management of general compliance trainings via the healthstream
Familiarity with the procedures and processes of mgh administration, record of extensive, efficient and professional inter-office and intra-office interactions.
Ability to provide support, direction and development to staff for evaluations and other matters needed.
Discretion and confidentiality: ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.
Ability to exercise sound and timely judgment and maintain confidentiality of sensitive information.
The position requires working both independently and as a member of a team with a strong sense of urgency and initiative.
Familiarity of hospital, state and federal regulatory requirements, including hospital policies and procedures (where applicable to the performance of the job), joint commission on accreditation of healthcare organizations (joint commission), and health insurance portability and accountability act of 1996 (hipaa); the fair labor act; fmla and visa requirements.
Familiarity with grants management.
Familiarity with nih salary cap, trainee stipends, and budget compliance rules.
Experience coordinating training activities, meetings and events desired.
Must possess strong organizational, administrative and time management skills.
Must have the ability to work under pressure in a deadline oriented environment and have the ability to manage multiple concurrent projects.
Must be a clear and effective communicator.
Must have the ability to use initiative and judgment to independently problem solve and prioritize.
Must have the ability to work independently, but also as a strong team player when needed.
Demonstrated ability to be organized, and flexible in an environment which requires continuous monitoring of priorities.
Exceptional attention to detail and confidentiality.
Skill in negotiation and diplomacy with diverse organization members.
Knowledge of peoplesoft preferred.
Demonstrated proficiency in microsoft office, word, excel, power point applications.
Eeo statement massachusetts general hospital is an equal opportunity employerBy embracing diverse skills, perspectives and ideas, we choose to leadApplications from protected veterans and individuals with disabilities are strongly encouraged.
Primary location ma-boston-mgh 175 cambridge work locations mgh 175 cambridge 175 cambridge street boston 02114 job administrative support organization massachusetts general hospital(mgh) schedule part-time standard hours 20 shift day job employee status regular recruiting department mgh radiology research job posting sep 27, 2021
