Administrative Assistant I

Administrative Assistant

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. Under the general direction and supervision of the Administrative Manager, the primary focus of the Administrative Assistant will be providing front line support for the Division and performing general administrative duties as assigned. They will require a high-degree of organization and the ability to prioritize assignments and will be expected to use a high-level of judgement and discretion in dealing with confidential and sensitive matters. This position is hybrid, with the expectation that the AA will be 4 days in person and 1 day remote, splitting in person time between our MGB Assembly Row office and BWH Longwood office.

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.
• Assist with Division event planning, logistics and coordination.
• Create and maintain Division specific Standard Operation Procedures (SOP) for administrative tasks.
• Assist 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.
• Performs other faculty and trainee support services as assigned or requested.
• Perform other duties as required.

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.
• Highly organized and able to keep office operating smoothly with minimal supervision.
• Advanced computer skills.