Brigham & Women's Hospital(BWH)
Administrative Assistant II, Infectious Diseases
Brigham & Women's Hospital(BWH), Boston, Massachusetts, us, 02298
The Division of Infectious Disease at Brigham & Women's Hospital (BWH) is a part of the Department of Medicine, Brigham and Women's Hospital, and is affiliated with Harvard Medical School (HMS). The division has 55 faculty members, and over 250 staff and researchers, including over multiple locations across Boston. The Division provides a full range of clinical services to adult patients with bacterial, viral, fungal and parasitic diseases.Members of the Division have extensive experience treating immuno-suppressed patients, including those with HIV, malignancies, hematopoietic stem cell and organ transplants, tropical infectious diseases, and infections of bones and joints.In addition to clinics for general infectious diseases, there are subspecialty clinics in HIV, tropical medicine & travel, post-exposure prophylaxis for HIV, transplantation infectious diseases and infectious diseases of women. The Administrative Assistant II position supports a broad range of clinical, operational, programmatic and network development for the Division of Infectious Diseases.S/He will require a high degree of organization and the ability to prioritize assignments.S/He will utilize high level of judgment and discretion in dealing with confidential and sensitive matters.
JOB SPECIFICDUTIES AND RESPONSIBILITIES
1.Administrative support for Division of Infectious Diseases:
•Acts as the administrator cover the inpatient consult pager - triaging all in-patient consult service requests and triaging all incoming daytime calls.
•Reviews all incoming and outgoing mail/fax, assembling pertinent information and data prior to submission and answers the remainder on his/her own initiative.
•Assists in developing and maintaining yearly and monthly schedules of clinical activities (i.e. consult schedule)
•Responsible for planning and coordinating various events, conferences and meeting, both internally and externally (i.e. coordination of Friday AM Pathogenesis conference).
•Support and interacts with internal and external clients with high level of customer service.
•Assist physicians and researchers with all secretarial aspects of clinical and administrative work.
Acts as the division's payroll administrator, ensuring timecards are accurate and following up on timekeeping inquiries.Assists with purchase orders, employee reimbursements, process e-checks for stipends and financial interactions with accounts payable.
•Process Ergonomics and office supply order
•Share MCP 5th floor reception support with Network Medicine Division.
•Handle daily operational requests for MCP Building & staff on location, including:
oMaintain MCP directory
oWork orders and building request
oBuilding access control for ID division visitors
oMail and package distribution and coordination.
oScheduling 5th floor conference room for the division
oProvide partial reception support to MCP 5th Floor
oWork with Division Administrator and Senior Finance Manager to support MCP site Safety & DEA measures.
oEnter orders for general office supplies.
•Work on projects; coordinate work; take initiative using all available resources; follow through on issues when needed; apply knowledge as appropriate with little direction from Supervisor (i.e. vent planning, office renovations/changes, and faculty & staff visits.)
•Organize, plan, and schedule monthly meetings with senior staff, and other meetings as needed. Responsible for preparing meeting agendas.
•Performs other duties as assigned.
•Provides cross coverage for vacations and absences of co-workers.
Qualifications
•Associate Degree or higher-level education preferred.
•Must be capable of functioning at a high level of responsibility and multi-tasking.
•Proficiency in MS Office Suite particularly Word, Excel and PowerPoint, internet, and literature searches; MS Outlook calendar functions.
•Familiarity with EndNote or Reference Manager, or similar program, willingness to learn and gain proficiency, if unfamiliar at present.
•Willingness to work between three office locations as needed across BWH Campus: at Main Campus, Cambridge,
•Meticulous attention to detail in assignments, strong interpersonal and verbal and written communication skills is required.
•Professional appearance and work habits.The ability to interact and perform professionally with a variety of personalities.
•Ability to communicate effectively with a socially diverse group of people, including patients, physicians, administration, professors, and other staff.
•Must be very organized, self-motivated, and neat.
EEO Statement
BWH is an Affirmative Action 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 law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
JOB SPECIFICDUTIES AND RESPONSIBILITIES
1.Administrative support for Division of Infectious Diseases:
•Acts as the administrator cover the inpatient consult pager - triaging all in-patient consult service requests and triaging all incoming daytime calls.
•Reviews all incoming and outgoing mail/fax, assembling pertinent information and data prior to submission and answers the remainder on his/her own initiative.
•Assists in developing and maintaining yearly and monthly schedules of clinical activities (i.e. consult schedule)
•Responsible for planning and coordinating various events, conferences and meeting, both internally and externally (i.e. coordination of Friday AM Pathogenesis conference).
•Support and interacts with internal and external clients with high level of customer service.
•Assist physicians and researchers with all secretarial aspects of clinical and administrative work.
Acts as the division's payroll administrator, ensuring timecards are accurate and following up on timekeeping inquiries.Assists with purchase orders, employee reimbursements, process e-checks for stipends and financial interactions with accounts payable.
•Process Ergonomics and office supply order
•Share MCP 5th floor reception support with Network Medicine Division.
•Handle daily operational requests for MCP Building & staff on location, including:
oMaintain MCP directory
oWork orders and building request
oBuilding access control for ID division visitors
oMail and package distribution and coordination.
oScheduling 5th floor conference room for the division
oProvide partial reception support to MCP 5th Floor
oWork with Division Administrator and Senior Finance Manager to support MCP site Safety & DEA measures.
oEnter orders for general office supplies.
•Work on projects; coordinate work; take initiative using all available resources; follow through on issues when needed; apply knowledge as appropriate with little direction from Supervisor (i.e. vent planning, office renovations/changes, and faculty & staff visits.)
•Organize, plan, and schedule monthly meetings with senior staff, and other meetings as needed. Responsible for preparing meeting agendas.
•Performs other duties as assigned.
•Provides cross coverage for vacations and absences of co-workers.
Qualifications
•Associate Degree or higher-level education preferred.
•Must be capable of functioning at a high level of responsibility and multi-tasking.
•Proficiency in MS Office Suite particularly Word, Excel and PowerPoint, internet, and literature searches; MS Outlook calendar functions.
•Familiarity with EndNote or Reference Manager, or similar program, willingness to learn and gain proficiency, if unfamiliar at present.
•Willingness to work between three office locations as needed across BWH Campus: at Main Campus, Cambridge,
•Meticulous attention to detail in assignments, strong interpersonal and verbal and written communication skills is required.
•Professional appearance and work habits.The ability to interact and perform professionally with a variety of personalities.
•Ability to communicate effectively with a socially diverse group of people, including patients, physicians, administration, professors, and other staff.
•Must be very organized, self-motivated, and neat.
EEO Statement
BWH is an Affirmative Action 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 law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.