BWPO ADMINISTRATIVE ASSISTANT II / 40 HOURS / DAYS
BWPO ADMINISTRATIVE ASSISTANT II / 40 HOURS / DAYS - BWH NETWORK DEVELOPMENT
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT: Brigham and Women?s 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 Women?s 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 Women?s 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. JOB SPECIFIC GENERAL SUMMARY/ OVERVIEW STATEMENT: General Summary Overview: Under the general supervision of the Executive Director of Network Development, the incumbent will support Network Development in all administrative needs. Typical tasks include: answering and screening telephone calls, project organization and coordination, document preparation, scheduling, planning, logistic and administrative support for meetings and conferences, and related administrative services for staff for which they are responsible. The incumbent will be required to provide backup administrative and related services (cross-coverage) as part of the BWPO Administrative support team as needed and as approved by the Executive Director. The incumbent must be able to function independently using discretion and judgment to complete work by appointed deadlines with minimal supervision. 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 PRINCIPAL DUTIES AND RESPONSIBILITIES: 1. Responsible for provision of general administrative and secretarial support for Network Development staff with preparation of presentations, internal and external correspondence. Activities include updating and management of marketing and planning materials, data gathering and analysis (using Excel spreadsheet formats), drafting correspondence, transcription of reports, proofreading, photocopying, and filing copies of correspondence and other materials in a timely, systematic method to ensure easy retrieval of information as needed 2. Responsible for maintaining communication links for all Network Development staff by answering and screening calls, researching and providing information to inquiries as much as possible, and documenting and forwarding all call back requests. Accuracy and discretion are critical. Also monitors inquiries to ensure that callers receive requested information or responses in a timely manner. 3. Responsible for timely generation of finished slides for a variety of meetings. Activities include production of hard-copy drafts of graphics for proofing and editing; production of slides using Microsoft PowerPoint, production of ?letter quality? hard copies, as needed, for presentation notes or publication. Requires attention to detail and independent judgment of quality of resulting presentation 4. Responsible for organizing and preparing projects and programs for Network Development staff by the appropriate deadlines, including: coordinating and scheduling planning group meetings, special programs and/or functions, requesting, receiving, monitoring and accounting for data and other types of written input for overall projects, organizing data and written information into draft projects and proposals for the staff review and edits, following-up with committee members regarding information exchange, and ensuring that various written projects and proposals are completed by the presentation deadlines. 5. Responsible for staffing various committees or meetings, as assigned, which includes scheduling the committee meetings, ensuring notification of attendees, arranging for audio-visual support and meals, as required, taking and transcribing minutes preparing and distributing agendas, and monitoring ongoing projects by the committee(s). 6. Responsible for organizing, scheduling, and confirming travel arrangements, including producing itineraries, compiling materials for trips, and receiving and processing travel reimbursement requests. 7. Interfaces with a variety of professional and administrative staff throughout the organization, hospital, and outside to exchange routine and privileged information, meeting schedules, appointments, etc. 8. Other duties as assigned Requirements: QUALIFICATIONS: 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. JOB SPECIFIC QUALIFICATIONS: ? Required Education: High School diploma, or equivalent, Associate?s degree in business related field a plus. ? Required Experience: Three to five years? experience in medical or administrative secretarial positions. ? Application level software skills including MS Word, Access, Excel and PowerPoint 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 requirement