Brigham & Women's Hospital(BWH)
Administrative Assistant, Sr BWH Sleep Medicine
Brigham & Women's Hospital(BWH), Boston, Massachusetts, us, 02298
BRIGHAM AND WOMEN'S HOSPITAL
Job Title:Sr. Administrative AssistantDate:9/26/2024
Job Code:005006Grade:294AFLSA Status:Non-exempt
GENERAL SUMMARY/ OVERVIEW STATEMENT:
Summarize the nature and level of work performed.
Works under the general supervision of the Department of Medicine (DOM), Sleep and Circadian Disorders Division (DSCD) Administrative Director (AD). The Sr. Administrative Assistant provides comprehensive support in areas including but not limited to operations and administration.
Manages the Division Chief's calendar and supports the logistics of the Chief's travel, presentation, teaching requirements.Manages the Person of Interest (POI) and visiting scientists onboarding process.Supports AD with HR, operations and other administrative functions.Responsible for UKG time keeping for the entire division.
This role requires a detailed understanding of departmental and hospital policies as well as a high degree of initiative, independent judgment, excellent communication, time-management, and organizational management skills.
PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position.These items should be evaluated throughout the year and included in the written annual evaluation.
•Manages the Division Chief's calendar and supports the logistics of the Chief's travel, presentation, and teaching schedule. Manages all travel arrangements and expense reconciliations and reimbursements for the Chief and AD., including corporate card reconciliations.
•Performs administrative duties under minimal supervision at the highest proficiency level.
•Answers, screens, and routes requests in a timely manner.Triages requests and determines best course of action with little direction for the requests that do not require input from the administrative team. Redirects requests to other members of the division's administrative and/or leadership team
•Responsible for supporting AD with various administrative duties, including PeopleSoft and Workday entries for new and existing hires.Supports division employees to secure ID badges, keys, lab coats and other resources as needed.
•Responsible for overseeing the POI (person of interest) onboarding process.Works with the Office of Sponsored Staff and Volunteer Services to add POIs to the system.Tracks POIs and refreshes their status as directed by research leaders by extending their time or terminating them.
•Supports AD and Project Coordinator with physician hiring HR processes, including physician onboarding and troubleshooting requests from physicians.
•Sets-up new employee schedules in UKG and guides new employees on best practices for submitting time away requests and other requests in UKG. Manages weekly time keeping for the entire division.
•Under the direction of the AD, follows up with employees and POIs on mandatory requirements such as annual Flu and COVID vaccinations, Health Stream trainings, etc.
•Works on ad-hoc projects; coordinates work; takes initiative using all available resources; follows through on issues when needed; applies knowledge as appropriate with little direction from AD.
•Manages/orders office supplies and equipment as needed. Creates Purchase Orders and uses echecks as needed.
•Assists with scheduling of group meetings. Coordinates and schedules interviews.
•Under the guidance of the AD, provides assistance on special projects. Maintains and prepares documentation for various projects, as directed by AD and Project Coordinator.
•Creates and maintains division faculty, fellow, staff and division-wide e-mail lists.Maintains alumni roster of departed faculty and fellows.
•Under the direction of the AD, takes active role in leading events.Plans and coordinates events.
•Other duties as assigned by AD.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
(MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
•Excellent interpersonal, verbal and written skill
•Ability to take initiative, demonstrate resourcefulness and the ability to manage a high volume of work, tact
and good judgment in handling confidential information
•Knowledge of research administration a plu
•A high degree of comfort with computers, software and an environment in which technology and systems are ever changing
•Ability to work independently, organize priorities and carry out detailed assignments in an academic research, open office setting
•Ability to demonstrate professionalism and respect for all
•Must be able to be HIPPA compliant at all time
•This is a full time position with option to work remotely 2-3 days a week, depending on needs, at the discretion of the AD.
HOSPITAL WIDE RESPONSIBILITIES: These are required of all staff, regardless of position.Do not remove these standards.
Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.
Qualifications
QUALIFICATIONS:
(MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
•Minimum of a high school diploma, Associates or Bachelors degreenot required but will support
•A minimum of five years of experience in operations or administration in a healthcare setting
•Proficiency with Microsoft Office
•Knowledge of Workday and UKG is preferred but not required
EEO Statement
Brigham & Women's Hospital 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 Title:Sr. Administrative AssistantDate:9/26/2024
Job Code:005006Grade:294AFLSA Status:Non-exempt
GENERAL SUMMARY/ OVERVIEW STATEMENT:
Summarize the nature and level of work performed.
Works under the general supervision of the Department of Medicine (DOM), Sleep and Circadian Disorders Division (DSCD) Administrative Director (AD). The Sr. Administrative Assistant provides comprehensive support in areas including but not limited to operations and administration.
Manages the Division Chief's calendar and supports the logistics of the Chief's travel, presentation, teaching requirements.Manages the Person of Interest (POI) and visiting scientists onboarding process.Supports AD with HR, operations and other administrative functions.Responsible for UKG time keeping for the entire division.
This role requires a detailed understanding of departmental and hospital policies as well as a high degree of initiative, independent judgment, excellent communication, time-management, and organizational management skills.
PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position.These items should be evaluated throughout the year and included in the written annual evaluation.
•Manages the Division Chief's calendar and supports the logistics of the Chief's travel, presentation, and teaching schedule. Manages all travel arrangements and expense reconciliations and reimbursements for the Chief and AD., including corporate card reconciliations.
•Performs administrative duties under minimal supervision at the highest proficiency level.
•Answers, screens, and routes requests in a timely manner.Triages requests and determines best course of action with little direction for the requests that do not require input from the administrative team. Redirects requests to other members of the division's administrative and/or leadership team
•Responsible for supporting AD with various administrative duties, including PeopleSoft and Workday entries for new and existing hires.Supports division employees to secure ID badges, keys, lab coats and other resources as needed.
•Responsible for overseeing the POI (person of interest) onboarding process.Works with the Office of Sponsored Staff and Volunteer Services to add POIs to the system.Tracks POIs and refreshes their status as directed by research leaders by extending their time or terminating them.
•Supports AD and Project Coordinator with physician hiring HR processes, including physician onboarding and troubleshooting requests from physicians.
•Sets-up new employee schedules in UKG and guides new employees on best practices for submitting time away requests and other requests in UKG. Manages weekly time keeping for the entire division.
•Under the direction of the AD, follows up with employees and POIs on mandatory requirements such as annual Flu and COVID vaccinations, Health Stream trainings, etc.
•Works on ad-hoc projects; coordinates work; takes initiative using all available resources; follows through on issues when needed; applies knowledge as appropriate with little direction from AD.
•Manages/orders office supplies and equipment as needed. Creates Purchase Orders and uses echecks as needed.
•Assists with scheduling of group meetings. Coordinates and schedules interviews.
•Under the guidance of the AD, provides assistance on special projects. Maintains and prepares documentation for various projects, as directed by AD and Project Coordinator.
•Creates and maintains division faculty, fellow, staff and division-wide e-mail lists.Maintains alumni roster of departed faculty and fellows.
•Under the direction of the AD, takes active role in leading events.Plans and coordinates events.
•Other duties as assigned by AD.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
(MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
•Excellent interpersonal, verbal and written skill
•Ability to take initiative, demonstrate resourcefulness and the ability to manage a high volume of work, tact
and good judgment in handling confidential information
•Knowledge of research administration a plu
•A high degree of comfort with computers, software and an environment in which technology and systems are ever changing
•Ability to work independently, organize priorities and carry out detailed assignments in an academic research, open office setting
•Ability to demonstrate professionalism and respect for all
•Must be able to be HIPPA compliant at all time
•This is a full time position with option to work remotely 2-3 days a week, depending on needs, at the discretion of the AD.
HOSPITAL WIDE RESPONSIBILITIES: These are required of all staff, regardless of position.Do not remove these standards.
Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.
Qualifications
QUALIFICATIONS:
(MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
•Minimum of a high school diploma, Associates or Bachelors degreenot required but will support
•A minimum of five years of experience in operations or administration in a healthcare setting
•Proficiency with Microsoft Office
•Knowledge of Workday and UKG is preferred but not required
EEO Statement
Brigham & Women's Hospital 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.