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Senior Administrative Assistant Emergency Medicine

Company: Brigham & Women's Hospital(BWH)
Location: Boston
Posted on: November 22, 2021

Job Description:

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 meeting minutes.

--- Assist with communications and correspondence regarding general requests related to recruitment, retention, awards, and promotion.

--- Book conference rooms, order food, arrange for audio-visual support.

--- 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 applications.

--- Assist with the clinician and researcher onboarding and offboarding.

--- 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 Peoplesoft.

--- 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 activities.

--- Provide customer-friendly support to answer questions and resolve issues in accordance with appropriate policies and procedures.

--- 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

Qualifications
QUALIFICATIONS:

--- Minimum of a High School diploma or GED. Degree strongly preferred.

--- 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 department.

--- Demonstrated organizational skills, ability to handle several projects and simultaneous deadlines.

--- Ability to work well under pressure and prioritize work from several sources.

--- Must be detail-oriented.

--- Able to work independently and exercise discretion and judgment to complete work for appointed deadlines with minimal supervision.

--- 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 information.

--- 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 concise manner.

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.

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.

Keywords: Brigham & Women's Hospital(BWH), Boston , Senior Administrative Assistant Emergency Medicine, Administration, Clerical , Boston, Massachusetts

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