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SalarySenior Administrative Assistant
- (3275966)GENERAL SUMMARY/ OVERVIEW STATEMENT:Summarize the nature and level of work performed.
The Allergy and Clinical Immunology Division is dedicated to advancing the care of patients with a broad variety of allergic and immune-mediated diseases. Using a broad variety of cutting edge technologies and novel therapeutic agents, the section is identifying both environmental and patient-related factors that cause these common conditions. Under supervision, the individual will provide important operational support, coordinate clinical and pre-clinical research activities, and aid in clinical and research administration.
PRINCIPAL DUTIES AND RESPONSIBILITIES:Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.
- Responsible for the planning and monitoring of the Allergy Chief and other senior staff member's travel arrangements, reimbursements, and professional functions as well as answering and screening telephone calls.
- Responsible for the Allergy Chief and other senior staff member's calendar, this includes scheduling travel, meetings with departmental staff and outside personnel, and setting up other meetings as required.
- Responsible for Allergy Chief and other senior staff member's correspondence, scientific manuscripts, and highly confidential materials. Maintains and submits various forms for their medical license and hospital credentials.
- Responsible for filing correspondence and other materials pertaining to both Allergy Chief and senior allergy staff member.
- Assists Allergy Training Program Director and other Senior Allergy Staff with preparation of necessary materials related to the Allergy Training Program, including the yearly introductory course for allergy-immunology fellows. Also acts as liaison between pharmaceutical reps and allergy staff to coordinate annual events such as seminars.
- Assists other professional staff with administrative tasks and travel reimbursements. Also assists Division Administrator with preparation of monthly meeting of Allergy Medical Staff as well as sending out Divisional notices.
- Acts as Timekeeper for weekly timesheets via the UKG online system including the monitoring of non-exempt employees time and attestation so as to comply with the new MGB timekeeping regulations.
- Supports the Administrative Director of the division in calendar management and other items as requested.
- Performs all other duties and assignments as required by supervisor and/or Division Chief.
Level of education required:
- Minimum of a high school diploma or GED.
Work experience required:
- Minimum three years medical office or administrative support experience required.
- Some additional training in office systems or other post high school education preferred. Associate’s Degree or higher level education preferred, but not required.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Technical skills required:
- Knowledge of practice operations and standards.
- Understanding of procedures including filing, copying, scanning, printing, and faxing.
- Highly proficient in all communication skills (phone, verbal and written). Ability to handle sensitive information and situations with poise and professionalism.
- Organization Skills: Strong organizational, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems.
- System Skills: Advanced computer skills. Ability to use all applicable applications at highest competency level.
- Ability to problem solves and troubleshoots. Ability to analyze a situation and determine best course of action within established guidelines.
- Advanced understanding and use of medical terminology.
- Advanced comprehension of billing and fiscal information.
- Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.
ADDENDUM A:
BWH Behavioral Competencies
1. People: Focus on serving the community through collaboration and respect
Inclusiveness
Definition: Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.
1. Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles
2. Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments
3. Be professional when approached about behaviors that might be perceived as disrespectful
Open Communication
Definition: The ability to effectively articulate and receive information in a clear, concise and timely manner.
1. Practice active listening skills
2. Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles
3. Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience
4. Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication
Building Collaborative Relationships
Definition: Identifying opportunities and taking action to build relationships between one’s area and other areas, teams, departments, units, or organizations to help achieve organizational goals.
1. Take initiative to support others and build productive relationships that will lead to a cohesive workplace
2. Interact effectively with other team members, departments and customers to accomplish organizational goals
Organizational Awareness
Definition: Understand how one’s own work affects the organization as a whole and demonstrate a commitment to the organizational goals.
1. Support and respect BWH’s mission, vision, values and history
2. Understand and recognize how your individual role and department impacts the organization
2. Self Management: Accountability, professionalism and commitment to growth and development
Embracing Change
Definition: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.
1. Support and positively participate in organizational and/or job specific changes
2. Initiate appropriate action when change is needed
3. Be flexible and open to new ideas
4. Adapt to shifting priorities
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Learning Oriented
Definition: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of new tools and methods, rising to add value and build challenge in current assignments.
1. Demonstrate openness to learning from successes and failures
2. Recognize and participate in learning opportunities
3. Seek and share best practices
Professionalism
Definition: Practice respect for self and others; and adhere to BWH standards, policies, and procedures at all times.
1. Adhere to BWH’s Code of Conduct, Guide to Ethical Standards, policies and procedures
2. Align behavior with the organizational mission and values
3. Practice respect in accordance to the BWH standards
4. Demonstrate responsibility, reliability, and trustworthiness
3. Organization: A commitment to quality, service and exceptional performance
Quality and Safety Focus
Definition: Responsible for meeting standards of performance or outcomes in a safe manner while avoiding risks.
1. Align job performance with quality and safety standards (e.g. The Joint Commission, BWH and department specific standards)
2. Adhere to established policies and procedures
3. Take action to prevent errors
4. Identify and report adverse events, errors and incidents
Efficiency and Performance Improvement
Definition: Systematic approach to improve performance by eliminating waste, non-value added activities and variability in processes.
1. Participate in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes
2. Maximize available resources to achieve performance measures; reduce waste, rework, and work-arounds consistent with one’s role
Problem Solving
Definition: Able to gather appropriate data and diagnose the cause of the problem before taking action; and if necessary develop alternative courses of action.
1. Recognize actual and potential problems and take appropriate action towards a solution
2. Offer assistance, as needed, when a potential problem situation is observed
3. Use good judgment to keep manager informed of problems or issues, following department practice
Service Excellence
Definition: Focusing one’s efforts towards anticipating, meeting and exceeding the expressed and unexpressed needs or expectations of internal and external customers.
1. Apply service standards consistently to present a positive image of BWH to colleagues, health providers, patients, families, and visitors:
2. .Engage with positive greetings and active listening
3. Empathize by expressing understanding
4. Educate throughout the information exchange
5. Enlist thoughts and ideas from others
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4. General/Administrative Support: (required of all Administrative Support employees)
Information Gathering
Definition: Identify and seek information needed to clarify a situation. Ask questions to discover the facts.
1. Identify specific information needed to clarify a situation or to make a decision
2. Probe skillfully to get at the facts
HOSPITAL WIDE RESPONSIBILITIES:
These are required of all staff, regardless of position. Do not remove these standards. Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.
Brigham and Women’s Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on the basis of disability.
Primary Location MA-Boston-BWH Longwood Medical Area
Work Locations BWH Longwood Medical Area 75 Francis Street Boston 02115
Job Administrative Support
Organization Brigham & Women's Hospital(BWH)
Schedule Full-time
Standard Hours 40
Shift Day Job
Employee Status Regular
Recruiting Department BWH DOM Allergy
Job Posting Feb 16, 2024
