- serving the needs of our local and global community
- providing the highest quality health care to patients and their families
- expanding the boundaries of medicine through research
- educating the next generation of health care professional
Every employee plays an important role in providing a positive impact on the organization and the people we serve. Your work will be distinguished by demonstrating respect and dignity in all interactions with patients, families and colleagues, excellence in customer service and job performance.
All employees are expected to embrace this commitment and demonstrate behavioral competencies in the following areas:
People: Focus on serving the community through collaboration and respect
Self Management: Accountability, professionalism and commitment to growth and development
Organization: A commitment to quality, service and exceptional performance
Meeting these expectations is key to the success of your department and the organization.
The Department of Surgery is comprised of 11 surgical divisions and includes 186 faculty members, 188 interns/residents/fellows and 152 physician assistants. This position provides comprehensive support in areas including but not limited to: calendar management; dinner and event planning; project support; domestic and international travel coordination; expense reconciliation; and general administrative support. This role is 40 hours per week (Mon- Friday) onsite with the possibility of transitioning to hybrid.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Perform administrative duties under minimal supervision at the highest proficiency level.
Provide direct support to the Administrative Manager.
Ability to problem solve and determine best course of action with little direction.
Occasionally serve as backup for administrative colleagues.
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.
Proven ability to use discretion and act independently; results oriented; motivated.
Knowledge of current issues in the healthcare environment a plus.
Exceptional judgment and discretion in interacting with physicians and senior management on sensitive political and confidential issues.
High proficiency in applications including Outlook, Word, Excel, PowerPoint, Dropbox, Zoom, and Adobe Acrobat. Excel is used for event planning and recruitment.
MINIMUM SKILLS AND KNOWLEDGE REQUIREMENTS:
Self-motivated and ability to function independently and effectively in a dynamic environment; highly organized; detail oriented; able to develop timelines and meet deadlines with proven or demonstrated ability to effectively respond to time-sensitive issues.
Ability to ask for help and or direction when needed and to effectively respond to time sensitive issues.
Ability to set clear boundaries.
High level of attention to detail and quality standards; intellectually curious.
Works effectively with physician, nursing, secretarial and ancillary staff.
Strong communication (verbal and written), organizational, coordination, teamwork and judgement skills.
Ability to manage multiple projects and re-establish priorities as necessary.
Initiative, positive attitude and ability to work independently.
ADDENDUM A:
BWH Behavioral Competencies
People: Focus on serving the community through collaboration and respect
Inclusiveness
Definition: Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.
1. Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles
2. Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments
3. Be professional when approached about behaviors that might be perceived as disrespectful
Open Communication
Definition: The ability to effectively articulate and receive information in a clear, concise and timely manner.
1. Practice active listening skills
2. Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles
3. Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience
4. Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication
Building Collaborative Relationships
Definition: Identifying opportunities and taking action to build relationships between one's area and other areas, teams, departments, units, or organizations to help achieve organizational goals.
1. Take initiative to support others and build productive relationships that will lead to a cohesive workplace
2. Interact effectively with other team members, departments and customers to accomplish organizational goals
Organizational Awareness
Definition: Understand how one's own work affects the organization as a whole and demonstrate a commitment to the organizational goals.
1. Support and respect BWH's mission, vision, values and history
2. Understand and recognize how your individual role and department impacts the organization
2. Self Management: Accountability, professionalism and commitment to growth and development
Embracing Change
Definition: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.
1. Support and positively participate in organizational and/or job specific changes
2. Initiate appropriate action when change is needed
3. Be flexible and open to new ideas
4. Adapt to shifting priorities
Learning Oriented
Definition: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of new tools and methods, rising to add value and build challenge in current assignments.
1. Demonstrate openness to learning from successes and failures
2. Recognize and participate in learning opportunities
3. Seek and share best practices
Professionalism
Definition: Practice respect for self and others; and adhere to BWH standards, policies, and procedures at all times.
1. Adhere to BWH's Code of Conduct, Guide to Ethical Standards, policies and procedures
2. Align behavior with the organizational mission and values
3. Practice respect in accordance to the BWH standards
4. Demonstrate responsibility, reliability, and trustworthiness
3. Organization: A commitment to quality, service and exceptional performance
Quality and Safety Focus
Definition: Responsible for meeting standards of performance or outcomes in a safe manner while avoiding risks.
1. Align job performance with quality and safety standards (e.g. The Joint Commission, BWH and department specific standards)
2. Adhere to established policies and procedures
3. Take action to prevent errors
4. Identify and report adverse events, errors and incidents
Efficiency and Performance Improvement
Definition: Systematic approach to improve performance by eliminating waste, non-value added activities and variability in processes.
1. Participate in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes
2. Maximize available resources to achieve performance measures; reduce waste, rework, and work-arounds consistent with one's role
Problem Solving
Definition: Able to gather appropriate data and diagnose the cause of the problem before taking action; and if necessary develop alternative courses of action.
1. Recognize actual and potential problems and take appropriate action towards a solution
2. Offer assistance, as needed, when a potential problem situation is observed
3. Use good judgment to keep manager informed of problems or issues, following department practice
Service Excellence
Definition: Focusing one's efforts towards anticipating, meeting and exceeding the expressed and unexpressed needs or expectations of internal and external customers.
1. Apply service standards consistently to present a positive image of BWH to colleagues, health providers, patients, families, and visitors:
2. Engage with positive greetings and active listening
3. Empathize by expressing understanding
4. Educate throughout the information exchange
5. Enlist thoughts and ideas from others
General/Administrative Support: (required of all Administrative Support employees)
Information Gathering
Definition: Identify and seek information needed to clarify a situation. Ask questions to discover the facts.
1. Identify specific information needed to clarify a situation or to make a decision
2. Probe skillfully to get at the facts
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.
EEO Statement
Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on the basis of disability.
