Administrative Assistant II BWH Rheumatology

Administrative Assistant II BWH Rheumatology Location Hybrid remote in Boston, MA :

Administrative Assistant II BWH Rheumatology - (3267826)

This position provides direct support to the Chief of Rheumatology, Inflammation, and Immunity as well as to the Division Administrator.

1. Major responsibility is as Administrative Assistant for the Chief and Division, working alongside the Division's Sr. Administrative Assistant. Assists in maintaining Outlook calendars for the Chief as well as managing other Division faculty calendars as needed.

2. Responsible for making travel arrangements for Division Chief and assisting other faculty as necessary.

3. Provides support to Division Chief in preparation of all powerpoint slides for meeting presentations.

4. Prepares online and manual reimbursement requests for the Division Chief and other faculty staff when necessary.

5. Answers Division Chief main phone line and screens telephone calls, relays messages. Acts as liaison between the Division Chief and a wide variety of personnel within the Division, the Department of Medicine, and the hospital.

6. Responsible for primary timekeeper tasks for all laboratory staff.

7. Responsible for collecting new staff information and collecting termination information.

8. May be asked to perform a variety of administrative tasks as needed for the Division, by the Division Administrator.

9. Assists sponsored staff coordinator in onboarding trainee requests as necessary.

10. Carries out general office tasks including photocopying materials, faxing documents, greeting visitors, mailing and emailing correspondence; sorting and distributing mail. Maintains share drive filing system for Division Chief.

11. Assists the Sr. Administrative Assistant with the Division's annual faculty and fellow review process.

12. Responsible for general office supply ordering.

13. Coordinates weekly laboratory meetings for the Division Chief. Maintains updated Harvard Style CV and biosketch.

14. Takes minutes of monthly Medical Staff meeting and assists the Division Chief in putting together the agenda and reaching out to invited speakers to confirm participation.

15. Performs all other tasks for the Division Chief as assigned, including assistance with the preparation of letters and other documents and email management.

16. This position is a hybrid position and must be willing to coordinate with Sr. Administrative Assistant to ensure that in person office coverage each day is maintained. Expectation is 2-3 days in office as well as coordinating out of office coverage with ability to be flexible on days, if necessary.

QUALIFICATIONS

Minimum of a high school diploma or GED. Associate Degree or higher level education preferred.

Minimum 3 years administrative support experience.

Proficient in Microsoft Office applications (ie, Powerpoint)

SKILLS/ABILITIES/COMPETENCIES REQUIRED

Highly proficient in all communication skills (phone, verbal, and written). Ability to handle sensitive information and situations with poise and professionalism.

Organization Skills: Strong organization, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems.

System Skills: Advanced computer skills. Able to use all applicable applications at highest competency level.

Ability to problem solve and troubleshoot. Ability to analyze a situation and determine best course of action within established guidelines.

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. Primary Location MA-Boston-BWH Longwood Medical Area Work Locations BWH Longwood Medical Area 75 Francis Street Boston 02115 Job Administrative Support Organization Brigham & Women's Hospital(BWH) Schedule Full-time Standard Hours 40 Shift Day Job Employee Status Regular Recruiting Department BWH DOM Rheumatology Job Posting Nov 22, 2023