Senior Administrative Assistant Emergency Medicine
Company: Brigham & Women's Hospital(BWH)
Posted on: November 22, 2021
As part of the Brigham Health Department of Emergency Medicine
(BH EM), the Brigham and Women's Hospital is committed to the BH EM
mission to define and advance the future of emergency medicine
through clinical excellence, academic creativity, education
innovations, and commitment to serving the community, the nation,
and the world. The Senior Administrative Assistant will provide a
higher level of administrative support for the BH EM department
leadership team and emergency medicine attendings. The incumbent
will work closely with other Hospital Leadership administrative
support teams. The ideal candidate will be detail-oriented, able to
work independently and exercise direction and judgment to complete
work by appointed deadlines with minimal supervision, and have the
ability to effectively manage multiple projects.
PRINCIPAL DUTIES AND RESPONSIBILITIES: OFFICE OF FACULTY AND
ACADEMIC AFFAIRS (OFAA)
--- Maintain databases related to recruitment, retention, awards,
and promotion workload.
--- Organize OFAA files and systems to ensure easy retrieval of
documents and correspondence.
--- Schedule and prepare for meetings, and complete and distribute
--- Assist with communications and correspondence regarding general
requests related to recruitment, retention, awards, and
--- Book conference rooms, order food, arrange for audio-visual
--- Assist with travel arrangements and hotel reservations.
--- Initiate applications for visas and sponsored staff roles
--- Compile materials for travel including itineraries.
--- Receive and process travel reimbursements.
--- Assist with preparing faculty awards nomination
--- Assist with the clinician and researcher onboarding and
--- Assist with OFAA and department activities and events.
--- Assist the Administrative Director and the Vice-Chairs with
projects under the aegis of the OFAA.
--- Ad-hoc project support including preparing reports.
--- Work on projects, coordinate work, take initiative using all
available resources, follow through on issues when needed, apply
knowledge as appropriate.
--- Track expense budgets perform basic bookkeeping tasks and
create financial reports.
--- Process business expense claims and reimbursements through
--- Submit e-Checks for invoice payment.
DEPARTMENT OF EMERGENCY MEDICINE ADMINISTRATION
--- Manage calendars for the department leadership team.
--- Ensure efficient and effective day-to-day functioning of
--- Provide customer-friendly support to answer questions and
resolve issues in accordance with appropriate policies and
--- Handle confidential matters with the utmost discretion.
--- Uses independent judgment to manage workload and
responsibilities, as well as solve problems.
--- Organize and manage office supplies and equipment; ensuring all
equipment is in working order and arranges for repairs.
--- Process and track purchase orders, invoices, check requests,
reimbursements, petty cash vouchers, and other transactions
--- Assist in the preparation for new employee arrivals, including
office/cube preparation, IDs, security, computer set-up; manages to
schedule for new hire orientation program.
--- Schedule travel arrangements
--- Minimum of a High School diploma or GED. Degree strongly
--- Minimum two years of applicable work experience required.
--- Some additional training in office systems or another post-high
school education preferred.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
--- Excellent telephone and communication skills.
--- High degree of organization and attention to detail
--- Strong writing and communication skills
--- High degree of professionalism --- Proficiency in Excel, Office
365, Microsoft Teams, and Dropbox is required
--- Excellent interpersonal skills: the ability to interact
effectively with physicians, staff members, and visitors to the
--- Demonstrated organizational skills, ability to handle several
projects and simultaneous deadlines.
--- Ability to work well under pressure and prioritize work from
--- Must be detail-oriented.
--- Able to work independently and exercise discretion and judgment
to complete work for appointed deadlines with minimal
--- Other duties as assigned. Technical skills required: ---
Knowledge of office operations and standards.
--- Understanding of procedures including filing, copying,
scanning, printing, and faxing.
--- Phone skills: the ability to use phone system (answer and
screen calls, put on hold), answer questions and give routine
--- Verbal skills: the ability to interpret information as
appropriate, answer routine questions in the most professional
manner and communicate in a professional, courteous, clear, and
Organization skills: Ability to manage work processes in a neat and
orderly way and to sort and alphabetize. Ability to manage multiple
tasks effectively, following established protocols, and work within
systems. Writing skills: Ability to correspond and communicate with
others clearly and effectively in writing (via email, memo, or
interoffice note) and to take complete and accurate messages. (We
will ask for a writing sample during the interviewing process)
System skills: Ability to type and enter data effectively.
Entry-level computer skills including the ability to use word
processing, spreadsheet, database, and presentation applications.
Basic understanding and use of medical terminology. Basic
comprehension of billing and fiscal information. Knowledgeable and
compliant with all hospital, State, and Federal requirements (where
applicable to job performance), including policy and procedures
with The Joint Commission and HIPAA.
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.
Keywords: Brigham & Women's Hospital(BWH), Boston , Senior Administrative Assistant Emergency Medicine, Administration, Clerical , Boston, Massachusetts
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