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Senior Administrative Assistant, Pulmonary and Critical Care Medicine, Hybrid
 Brigham and Women's Hospital | |
 United States, Massachusetts, Boston | |
| 15 Francis Street (Show on map) | |
 Apr 14, 2025 | |
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Summary
Specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, Answer and transfer phone calls, prepare spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate-level support role. Essential Functions Prepare reports, meeting minutes and correspondence. Create and edit documents, spreadsheets and presentations. Manage schedules, arrange appointments and itineraries. Coordinate meetings, travel, conference calls, and complete expense reports. Answer and transfer phone calls. May perform transcription and proofread and edit literature, prepare applications for department. Remain knowledgeable of business unit policies. May make contacts of a sensitive, complex, and confidential nature. Completes routine tasks under moderate supervision. Required for All Jobs Performs other duties as assigned Complies with all policies and standards Does this position require Patient Care (indirect/direct)? No Education Physical Requirements Under minimal supervision, and within established departmental and hospital policies and procedures, provide administrative support to the Director of the Asthma Research Center (ARC), and, when necessary, ARC research fellows and study coordinators. Administrative responsibilities include organizing the Principal Investigator's (PI) schedule, establishing and maintaining administrative systems, preparing correspondence, coordinating travel arrangements, prioritizing and handling email and phone contacts, including independent handling of such contacts and development of initial responses to such contacts, developing budgets, initiating and tracking reimbursements, tracking and handling publication references, assisting with grant submissions, and managing special projects. This position requires the ability to problem solve independently and to manage and prioritize a variety of tasks simultaneously. The successful candidate will exhibit excellent interpersonal skills, excellent oral and written communication skills, and careful attention to detail. PRINCIPLE DUTIES AND RESPONSIBILITIES Coordinates the administrative activities for the Director of the ARC Responsibilities include managing correspondence, manuscripts, and grants, providing editorial assistance, proofreading, maintaining, and updating CV, and drafting correspondence on behalf of PI. Additional responsibilities include preparing slides, arranging speaker's schedules, obtaining materials for distribution for lectures, coordinating external speaker arrangements, etc. Maintain physician's daily schedule and works with the Lung Center and ARC to coordinate physician's activities including outpatient care responsibilities, triage phone calls, and minimize duplication of effort. Serve as first point of contact for all incoming and outgoing communication, (specifically, high volume of email). Responsible for screening, evaluating level of importance of communication, sorting, and flagging accordingly, for PIs attention. Prepare and/or draft initial responses to email communication, track responses from contacts, and initiate reminders for materials/information critical to PIs decision-making process for multiple projects with minimal supervision. Handles routine requests for information, meetings, etc., without supervision. Serves as the administrative interface between the Director and ARC Working closely with and acting as resource to Lab Manager, and Scientific Operations Manager (ARC) and ARC staff to assist with the administrative functions of the ARC. Initiate and track all accounts payable activity for the administrative office and ARC. Communicate regularly with AP staff, and Research Administrator regarding any payment issues. Maintain ARC staff files including tracking time off requests and when needed completing payroll Attends ARC lab meetings - Develops minutes and action items and notifies staff of action items Manages special projects related to the administrative office of Principal Investigator, and administration of the ARC (e.g., streamlining processes and procedures in the ARC). Maintain complex schedule for Principal Investigator, initiating meetings, taking minutes, coordinating meeting logistics, including booking conference rooms, setting up virtual meeting space, coordinating with clinic staff to ensure clinic is adjusted accordingly, preparing meeting folders for each day, ensure meeting related materials are in meeting folders/Teams files; initiating reminders for meeting participants (larger groups). Adjust schedule as necessary, requiring previewing two to three weeks in advance. Administrative interface for PI's duties as Director of the Pulmonary Function Laboratory Coordinates meetings Attends meetings, develops minutes and action items, and notifies individuals concerning action items and follow-up Communicates via email, telephone, and in-person with professional and administrative staff of other hospitals, Harvard Medical School, medical societies, and private organizations to exchange routine factual as well as privileged information. Initiate travel arrangements for PI and, when necessary, all ARC staff (ARC work requires significant travel) which includes air, ground, and hotel accommodations. Maintain travel files for each trip and screens and submits reimbursements. Tracks budgets on PI's special accounts Reviews and cross-checks all spending on accounts Organizes, submits, and tracks reimbursements for PI and designated individuals Interfaces with Donors and NIH officials Appropriately handles patient and clinical matters with referral to appropriate resources in the Lung Center Perform a variety of other office duties to support activities within the Pulmonary and Critical Care Division. The Brigham and Women's Hospital, Inc. 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. 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. | |