ADMINISTRATIVE ASSISTANT II / 40 HOURS / DAY / BWH - GLOBAL HEALTH EQUITY
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POST DATE 8/16/2016
END DATE 11/11/2016
Brigham & Women's Hospital(BWH)
JOB DESCRIPTIONGENERAL SUMMARY/ OVERVIEW STATEMENT:
Brigham and Womens Hospital is dedicated to:
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
Brigham and Womens Hospital is committed to putting every Patient First. Every employee plays a role in providing a positive impact on patients and the care they receive at Brigham and Womens Hospital. Your work will be distinguished by the delivery of high-quality and safe patient care, respect and dignity in all interactions with patients, families and colleagues and by customer service excellence.
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 Division of Global Health Equity (DGHE) fosters the support and coordination of training, research, and service to reduce disparities in disease burden and to improve treatment outcomes both at home and abroad. The Division focuses on infectious diseases (e.g., HIV and tuberculosis) as well as non-infectious diseases (e.g., coronary artery disease, diabetes, addiction) and other health problems (that disproportionately affect populations in the developing world) of major importance to society. The DGHE is the administrative home of the Multi-Regional Clinical Trials Center.
The Multi-Regional Clinical Trials (MRCT) Center of Brigham and Womens Hospital and Harvard engages diverse stakeholders to define emerging issues in global clinical trials and to create and implement ethical, actionable, and practical solutions (www.mrctcenter.org).
The MRCT Center seeks a dedicated, talented, resourceful and enthusiastic individual to join our growing team as the Administrative Assistant. This individual will be an essential part of our team who centrally supports all of our projects. The successful incumbent would have the opportunity to perform a wide variety of tasks supporting the Center and will have potential for growth.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, and taking and distributing messages.
Coordinate calendar and schedules including: coordinate calendars for several managers or coordinates events for department.
Proofread and edit manuscripts, perform library or literature searches, and help to create and edit presentation materials. Work with less direction with ability to create more advanced material.
Helps to prepare and edit grant applications and other related materials with less direction and more applicable knowledge of the process.
Perform transcription of dictated physician notes.
Assist with training and orienting staff as needed.
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:
This dynamic role of Administrative Assistant at the MRCT Center will:
Provide administrative management to the MRCT Center including financial processes (invoicing etc.).
Organize meetings and presentations at conferences and meetings with critical partners.
Effectively use and help organize document storage systems.
Maintain contact lists and set up internal and external meetings.
Manage and organize events for the center
Perform administrative duties as required to support MRCT Staff
Create timelines for key milestones in meeting and conference planning
Coordinate calendars and scheduling including scheduling of appointments, coordinating meetings and making travel arrangements
Post updates to MRCT Center website and newsletter
Work as a team member on a range of projects fulfilling delegated administrative responsibilities as requested
Proofread and edit manuscripts
Level of education required:
Minimum of a high school diploma or GED.
Work experience required:
Minimum two years applicable work experience required.
Some additional training in office systems or other post high school education preferred.
2-3 years experience in research, administration, project management or other applicable field preferred.
Mastery of Microsoft Suite products, including Outlook email and Calendar preferred.
College background preferred.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Technical skills required:
Knowledge of practice operations and standards.
Understanding of procedures including filing, copying, scanning, printing, and faxing.
Phone skills: Ability to use phone system (answer and screen calls, put on hold), handle more complex calls and give more detailed information.
Verbal skills: Ability to interpret information as appropriate, answer more complex 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, follow established protocols, and work within systems.
Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note) and to take complete and accurate messages. May respond directly on behalf of manager/provider without direction or instruction.
System Skills: Ability to type and enter data effectively and at a more advanced level. Intermediate level computer skills including the ability to use word processing, spreadsheet, database and presentation applications.
Intermediate understanding and use of medical terminology.
Intermediate 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 Behavioral Competencies:
1. People: Focus on serving the community through collaboration and respect
Inclusiveness : 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.
Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles
Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments
Be professional when approached about behaviors that might be perceived as disrespectful
Open Communication: The ability to effectively articulate and receive information in a clear, concise and timely manner.
Practice active listening skills
Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles
Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience