GENERAL SUMMARY: 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.
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.
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.
Provide backup support for the Executive Assistant and fellow Sr. Administrative Assistant.
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.
Create POs and use Echeck for purchases.
Provide cross coverage as needed.
Assist with special projects as directed.
Follow HIPAA guidelines for the management of patient privacy and confidentiality.
Other duties, as assigned.
JOB SPECIFIC 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.
Assist with event planning
Assist with faculty recruitment
Answers, screens and routes telephone calls in a timely manner
Greet office guests
Manage/order office supplies and equipment
Manage DOS conference room
Calendar Management
Provide support to Project Managers, Program Manager-Credentialing/Promotions, and Administrative Manager
Reimbursements
Check Requests/PO Processing
Support functions of other office staff
REPORTING RELATIONSHIPS:
Reports directly to the Administrative Manager of the Department of Surgery.
Qualifications
QUALIFICATIONS:
High School diploma degree required. Bachelors strongly preferred.
A minimum of 3 years experience in a healthcare environment.
Experience coordinating calendars required.
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.
Proficiency in applications including Word, Excel, PowerPoint, Dropbox, Zoom, Adobe, and other data management systems. 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.
A high degree of social facility in obtaining cooperation and support from a broad range of people.
HOSPITAL WIDE RESPONSIBILITIES:
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.
