Admin Secretary II -40 Hours- BWH Medicine - #2195594: Brigham and Women's Hospital

Brigham and Women’s Hospital (BWH) is internationally known as a leader in cutting-edge research and technology and its commitment to patient-centered care. BWH has a rich legacy of excellence and has been consistently recognized as one of America ’s best hospitals by US News and World Report.

GENERAL SUMMARY/ OVERVIEW STATEMENT:
Under the general direction of the Director and physicians, and the day-to-day supervision of the Administrator, provides full scope of secretarial and administrative support to the TIMI Study Group, which coordinates large, multi-center, national and international clinical trials.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
Assumes front office responsibility of answering telephones and appropriate triage to personnel as needed. At times must use own judgment and act independently regarding inquiries or problems. Provides appropriate materials as requested or on own initiative. Maintains strong current knowledge of each study regarding policies and operating procedures. Initiates calls as requested by Project Director or other professional staff.

Responsible for maintaining an up-to-date front office Procedures Manual.

Responsible for distribution of materials via facsimile; retrieves incoming faxes and distributes to appropriate personnel in a timely manner. This includes regularly transmitted weekly reports; must have knowledge of appropriate distribution, which varies from trial to trial.

Responsible for management of incoming and outgoing mail, sorts correspondence, generates responses as appropriate. Distributes incoming mail in a timely manner.

Responsible for coordination of conference calls. At times this may require communication with a teleconferencing center (AT&T), ensuring all parties are included and contact telephone numbers are accurate.

Assists with coordination of meetings/conferences. Activities may include securing appropriate conference meeting sites; generating an agenda and typed memoranda confirming meeting information; coordinating menus, audiovisual needs, and hotel accommodations as necessary. Makes travel arrangements as needed.

Responsible for monitoring office supply needs and ordering necessary supplies, monitoring deliveries, appropriate distribution of order, and troubleshooting problems as necessary.

Assists in mass mailings/ distribution of study-related materials. May be asked to assist with photocopying materials as required by TIMI personnel.

Responsible for provision of secretarial and administrative support functions for the TIMI Study personnel. Activities may include independently composing and generating letters or memoranda as necessary; typing correspondence, reports, manuscripts, meeting materials, etc., from handwritten materials; proofreading for content and errors. Photocopying, distributing, and filing of correspondence and FDA regulatory documents in a timely and regular manner, developing and maintaining a systematic method to ensure easy retrieval of information.

Maintains department service standards, with particular attention to personal/behavioral, staff teamwork, and customer-staff interaction guidelines.

Acts as back-up for Administrative Assistant to Director as required.

Performs other duties as mandated by Director and/or Administrator

QUALIFICATIONS:
1. High School Diploma
2. Minimum of two years of related front office experience required.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Demonstrated strong interpersonal, communication, organizational, and written skills.

Ability to function under minimal supervision (at times acting independently, using own judgment, and setting priorities).

Computer skills\proficiency required (MS Office suite 2003, Windows 2000\XP).
Typing a minimum of 45 WPM.

Knowledge of office equipment operation (hospital computer system, telephone system, fax machine, copy machine, etc.)

Ability to perform complex administrative tasks.

Ability to work under pressure in a fast-paced and at times hectic environment.

Ability to handle sensitive and confidential information.

To apply online, please submit your resume here:
https://careers.partners.org/psc/EA/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?Page=HRS_CE_JOB_DTL&Action=A&SiteId=2&HRS_JOB_OPENING_ID=2195594

Brigham and Women’s Hospital is an EEO, AA and VEVRAA employer.
http://www.brighamandwomens.org/careers