Administrative Assistant I

General Summary/OVERVIEW

The Division of Women’s Health is in the Department of Medicine (DOM) at the Brigham and Women’s Hospital. The Division works with faculty across all hospital divisions and departments to advance the knowledge and understanding of women’s health and sex differences in health and disease. Building on its core mission of leading the field in state-of-the-art clinical care for women, the Division advances women’s health research, as well as education and advocacy to improve the health of women.

Principal Duties and Responsibilities

• Act as point of contact for the Division – send out memos, surveys, notifications, and other communication as directed by Chief, Associate Chief and/or Administrative Director.
• Provides direct support to the Division Chief, Associate Chief and other senior faculty. This includes, but is not limited to: scheduling, travel arrangements, meeting and conferencing logistics, assisting with presentations, developing and maintaining filing systems, basic financial and supply chain responsibilities (purchasing supplies, processing reimbursements, journal submissions, setting up purchase orders, and paying vendors), NIH biosketch upkeep, assisting with referencing publications, journal submissions.
• Provide formatting and copy-editing services to faculty and trainees as needed.
• Assist as needed with the scheduling and coordinating of faculty, senior leadership, and ad hoc division meetings.
• Assist with general office operations, such as back-up timekeeping, Beeline coverage, and submitting or logging financials, to ensure continued workflow as needed.
• Aid in Division event planning, logistics and coordination.
• Create and maintain Division specific Standard Operation Procedures (SOP) for administrative tasks.
• Aid faculty and staff in trouble-shooting issues related to computers, copiers, basic A/V support, printers. This does not require high-level IT/IS knowledge, but patience and the willingness to help if problems arise.
• Perform other faculty and trainee support services as assigned or requested.

Qualifications

• Baccalaureate degree preferred
• High proficiency with Microsoft Office programs

Skills/Abilities/Competencies Required

• Highly detail-oriented with the ability to keep track of details and an understanding and appreciation of time pressures.
• Outstanding, professional, appropriate and effective written and oral communication skills. Ability to effectively articulate and receive information in a clear, concise and timely manner.
• Accountability, professionalism and commitment to growth and development.
• Positive attitude with respectful, professional, and friendly customer service.
• Ability to multitask and switch priorities in a calm and efficient manner even under stressful situations.
• Advanced computer skills.

Additional Job Details (if Applicable)

• Remote Type: Hybrid
• Work Location: 41-45 Avenue Louis Pasteur
• Scheduled Weekly Hours: 40
• Employee Type: Regular
• Work Shift: Day (United States of America)
• Pay Range: $17.71 - $24.28/Hourly
• Grade: 2

EEO Statement

The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.