Anesthesia/Administrative Assistant II/40 Hours/Day/Regular 7/17/2020
Brigham & Women's Hospital(BWH)
JOB DESCRIPTIONAPPLY GENERAL SUMMARY/OVERVIEW STATEMENT:
The Anesthesia Research Laboratories has administrative secretaries who work with the research investigators and laboratory administrator. Because of a high level of research activity within the department, the rest of the secretarys time will be spent on manuscripts, dictation, abstracts, tables, grant proposals ordering, etc. All other secretarial duties such as telephone, correspondence, travel plans, etc. occur on a regular basis. It is key that the candidate have experience with these duties. In addition to all tasks performed by the administrative secretary, the incumbent must have reached a level of competence to allow for independent decisions and organization while working with senior research personnel (principal investigators, physicians) and laboratory administrator. Must be able to work independently to ensure the smooth functioning of the laboratory, altering or tailoring procedures to meet the current needs of the laboratory. Performs all the varied duties of an executive secretary for research laboratories and laboratory administrator, and, as necessary, other senior faculty.
PRINCIPAL DUTIES & RESPONSIBILITES:
* Provide primary support the Principal Investigator of the Anesthesia Research Laboratories including maintaining research grant proposals.
* Requires ability to isolate specific duties that will make a division function smoothly with the least negative impact on senior research personnel/lab administrator.
* Must be able to establish priorities to ensure that work from various sources (i.e. Research Laboratories) is on in the sequence necessary to meet established deadlines.
* Must be able to answer questions/solve problems in a timely, effective manner concerning rules and regulations of the department/hospital.
* Provides secretarial service including dictation, correspondence, manuscripts, abstracts, research grant proposals, tables, telephones, appointments, memos, book orders, work orders, purchase orders, signing of non-exempt and exempt payroll timesheets/timescreens, prepare hospital and university appointment forms to medical staff, prepare visa applications for foreign scholars, prepare application package/process for hiring of new research investigators, preparation of spreadsheets to administer budgets/research grants, coordinates interdepartmental moves and coordinates telephone requirements.
* Provide typing services (dictation) to Anesthesia Research Laboratories senior personnel including the preparation of manuscripts for publication in medical/research journals, book chapters, research grant proposals to hospital, university, government agencies (National Institutes of Health, National Science Foundation, etc.) and private industry, research abstracts for publication in scientific journals. Changing and editing style to conform with the requirements of the selected journal or publisher/editor.
* Develops and implements office procedures to expedite flow of paper work. It is particularly important that schedules are accurate and filing immediately retrievable.
* Responsible for accurate transcription of all the Research Laboratory dictation.
* Responsible for all incoming phone calls for research laboratories including screening calls, answering questions, maintaining accurate phone lists and directing calls to proper person and/or place.
* Make arrangements for laboratory meetings, special lectures and/or reception for Department of Anesthesia being certain that proper announcements and/or invitations are printed and circulated.
* Maintain a current curriculum vitae on all senior research personnel in accordance with the guidelines of Harvard Medical School. Sustain an album of all research personnel curriculum vitaes when called upon by Chairmans office for reappointments.
* Assignments of Senior Research Department Personnel including making arrangements for special handling of outgoing items via such agencies as Federal Express, U.P.S., Option Courier, etc.
* Trains new secretarial support staff and temporary secretarial help in research lab.
This position requires a high degree of trustworthiness. There is a great deal of a confidential nature handled by this position. These include research results that are currently unpublished, financial statements, grant related items (applications, reports containing information of experimental drugs, etc., budget expenses and correspondence). A minimum of two years college with excellent working knowledge of English grammar and medical terminology. The ability to read and comprehend complex instructions with the attendant knowledge of science and editing necessary to function in a primarily scientific, academically oriented laboratory. Level of education needed: Associates degree or equivalent with 3-5 years previous experience.
SKILLS AND ABILITIES REQUIRED:
* The secretarial office in this laboratory has typewriters, IBM and Macintosh computers, transcription equipment, and calculators. Must be able to accurately and efficiently use computers, typewriter, transcription equipment, and calculator. Must be able to make independent decisions as to saving or deleting computer files.
* Responsible for setting priorities so must be aware of various divisional deadlines in order to structure and organize work output in a timely fashion. Must make personnel aware of all divisional deadlines and priorities.
Although a good portion of the work day is spent in an office type environment, it should be noted that this office is situated in a research facility. Therefore, exposure to all the sounds, sights, and odors of an animal pharmacology research facility is inevitable. (Unpleasant odors from research animals, mechanical sounds, etc.) Office has no window.
Brigham and Womens 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.