Business Office Manager / 40 Hours / Day / BWH - Office of Strategic Communication

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POST DATE 11/1/2019
END DATE 3/18/2020

Brigham & Women's Hospital(BWH) Boston, MA

Location
Boston, MA
AJE Ref #
585295614
Job Classification
Full Time
Job Type
Regular
Company Ref #
3111069
Experience
Mid-Career (2 - 15 years)
Education
Bachelors Degree

JOB DESCRIPTION

GENERAL SUMMARY/OVERVIEW STATEMENT:

The Administrator for the Office of Strategic Communication (OSC) is the administrative staff member accountable for the overall administration of the Office of Strategic Communication, which includes enterprise communication, media relations, marketing, and other functions. This individual will report to the SVP and Chief Communication Officer and work closely with the VP and Chief Marketing Officer and the Director of News & Enterprise Communication, as well as team members from across the department, and will act as a liaison to both internal and external constituents. This individual will be responsible for a broad scope of administrative functions, including managing financial, human resources and operational issues as well as providing executive assistant support (mainly calendaring) to the SVP, VP and Director. The Administrator supervises other administrative personnel in the department.

In this role, the Administrator:

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Oversees the administrative and financial operations. This will include:

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Assists in the preparation of the annual operating budget for OSC. Presents budgets to leaders and completes related financial analyses to support programs contained in the budget.
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In partnership with the Finance office, oversees departmental budget.
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preparing monthly reports for multiple cost centers, reconciling against the budget, and in accordance with accepted accounting practices and Brigham policy.
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Ensures that all contractual relationships and obligations are appropriately reflected in the budget. Oversees billing, vendor contracts and monitors vendor activities.

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Oversees the human resource operations for the department, inclusive of processes related to hiring, annual performance evaluations, new employee onboarding, and other employee compliance tasks
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Hires, manages and schedules administrative staff (currently one part-time position)
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Builds strong relationships with constituents across the Brigham and Partners, serves as the primary contact for the Office of Strategic Communication for the resolution of administrative, human resource or financial issues.

Specific Details (not all-inclusive):

General

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Administrative support to the SVP/Chief Communication Officer, VP/Chief Marketing Officer, Director, News & Enterprise Communication and other departmental leaders as requested.
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Oversee calendar management and schedules for the SVP/Chief Communication Officer, VP/ Chief Marketing Officer, and Director, News & Enterprise Communication.

Financial

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Performs all Accounts Payable tasks, including processing all vendor invoices and purchase orders and following up on vendor payment inquires.
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Establishes a rigorous monthly budget vs actual expense review, A/P reconciliation and reporting process for both operational and capital expenses.
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Regularly monitors the departments financial performance across many cost centers, monthly accounting reconciliation with the hospitals financial accounting/reporting system.
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Meets with hospital finance team reps and OSC leaders on a monthly basis to review and ensure accurate tracking of budget vs expenses.
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Manages repository of digital copies of fully-executed vendor contracts, SOWs and POs. Provides periodic updates on status of above.
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Manages FY year-end invoice gathering, budget reconciliation, reporting and accruals process.
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Maintains contracts for OSC and act as liaison with the PHS Contracting Office.
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Manages Kronos for the OSC, approves timesheets, tracks Benefit Time (BT) and processes BT cash outs
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Manages distribution lists for the OSC and sends department and hospital-wide communications as requested.
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Schedules and books space for department meetings.
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Oversees ordering for department, including office supplies, computers, and special requests. * Processes and tracks expense reports for departmental leaders. Reconcile all OSC corporate credit cards and track spending and reimbursements.

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Oversees administrative staff (currently one part-time person)



Human Resources

* Enter and track new requisitions in Taleo. Liaise with HR to review applications and schedule interviews for viable candidates.

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Manage Peoplesoft trees for OSC, enter data changes, merit reviews, spot bonuses and termination and transfers for teams.
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Facilitate onboarding of new employees.
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Tracks and reports on compliance with annual performance reviews, flu shot attestation and other requirements as appropriate.
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Confirms that staff exits are processed in PeopleSoft, computer equipment, ID badges, keys (all hospital property) are returned.

Other Administrative Responsibilities

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Coordinates staff meetings, annual team retreat and other departmental meetings as requested.
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Acts as liaison to building management to ensure that the work environment is optimal.
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Maintains departmental documentation (org chart, phone lists, etc).
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Oversees and managers the inventory of all employee equipment, including laptops, cell phones, etc.
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Perform other duties, as assigned or requested, such ad hoc meetings or attending meetings to represent the department.


SUPERVISORY RESPONSIBILITY:

Direct supervision of administrative staff in OSC (currently one part-time role).

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Bachelors degree required. Accounting/financial management experience a must.
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Knowledge of and extensive experience with:

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financial systems and controls, federal, state and local reimbursement issues and health care regulations,
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budget management



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Seven (7) years of progressively responsible experience in a related field. Experience supporting an executive and supervisory experience preferred.
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Ability to work under pressure and handle a wide variety of simultaneous activities and confidential matters with discretion.
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Outstanding interpersonal skills, ability to handle sensitive issues.
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High degree of confidentiality and ability to manage sensitive issues related to personnel and finances
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Outstanding organizational skills are necessary to manage many competing timetables and responsibilities. Ability to delegate, effectively supervise, and plan for the timely and successful completion of short- and long-term objectives.
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Excellent verbal and written communication skills.
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Ability to work independently and to accept responsibility for complex and sensitive decision-making.
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High degree of analytic ability to manage the financial and human resources aspects of the position

Partners HealthCare is an Equal Opportunity 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.