Bwpo Administrative Asst II 40 Hours Day Bwh Pediatric Newborn Medicine

GENERAL SUMMARY/OVERVIEW STATEMENT:

This individual must be highly energetic and professional with strong interpersonal organizational and computer skills. He/she will perform all secretarial functions for the Medical Director and other senior leaders in the Department of Pediatric Newborn Medicine. Duties include memo typing drafting formatting and word selection presentation preparation database management grant and manuscript preparation and assistance in a variety of projects and daytoday responsibilities. This position requires a highly motivated individual with good follow through and strong problemsolving and outstanding computer skills. The individual in this position must be poised and mature and have the ability to interact with many individuals at all levels of management both at this and other institutions i.e. Childrens Hospital MGH etc

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1.Will support the NICU Medical Director in a variety of projects including but not limited to NICU Operations NICU Case Discussions Partners Neonatal Transport program and other NICU related initiatives.

2.The candidate will be responsible for the scheduling of meetings taking minutes at meetings polling staff for agenda items and following up on any data needed in advance for preparation of each meeting. As well as following up on any outstanding agenda items as needed.

3.Create spreadsheets and databases as needed. Create graphs power point presentations and other materials for presentation at meetings and conferences

4.Responsible for all the typing/document preparation needs of the director. Ensures that all documents are accurately prepared proofed and formatted to meet the needs of the directors. Responsible for secretarial function for other MDs and administrators: transcription compositions editing filing and processing completed correspondence.

5.Responsible for development of project implementation work plan including identification of stakeholders assessment of resource needs and implementation timelines.

6.Responsible for making appointments for the director keeping the director informed and prepared for all scheduled meetings. Screens appointment requests for appropriateness urgency time requirements etc. Makes scheduling decisions as appropriate balancing schedules according to directors preferences and commitments. Generates confirming memos and emails. Maintains accurate files. All of which requires sensitive handling of highly confidential information. Generates and maintains several schedules and maintain individuals calendars including all clinical administrative and research responsibilities with follow through on any necessary arrangements (i.e. travel accommodations reservations applications function planning).

7.Responsible for gathering and completing information relevant to assisting the directors in updating their HMS promotions. Main task being to assist with curriculum vitae preparation formatting and presentation.

8.Will type and prepare manuscripts contracts research grants (which involves knowledge of NIH grant submission software) memos and letters.

9.Create and maintain files both in electronic and paper formats some of which are highly confidential. Organize filing systems.

10.Perform online (HMS) library (BWH) and internetbased medical literature searches.

11.Order office supplies maintain equipment and keep well organized files for accounting/followup purposes.

12.Participate in accountspayablerelated functions such as processing reimbursements and requisitioning purchase orders. Knowledge of eBuy software is preferred.

13.Answer telephone calls and optionally emails for the directors. Direct calls/emails as appropriate and greet and screens visitors. Initiates calls as requested.

14.Act as backup for assistants to other areas within the Department. Assists with all coverage needs during vacations illness lunch breaks etc of other colleagues.

QUALIFICATIONS:

College education highly preferred. Completion of an accredited secretarial program or equivalent experience may substitute for college preparation

Minimum three years of related secretarial experience preferred emphasizing organization and leadership abilities.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

1.Discretion and good judgement in all personal interactions including handling of sensitive and confidential information.

2.Excellent leadership skills with the ability to act independently. Willing to work under very general supervision with the expectation of showing initiative in performing work.

3.Must be able to organize coordinate prioritize and execute responsibilities.

4.Capability to interact well with others over the phone and in person.

5.Type 60 words per minute with good accuracy. Experience with transcription from digital format.

6.Skilled in the use of a wide variety of software programs including Microsoft Office programs for word processing spreadsheets graphics and database management.

7.Familiarity with medical and scientific terminology.

8.Familiarity with Web design and content development.

9.Experience with internetbased research.

10.Experience with Reference manager or similar bibliography software.

11.Positive disposition team player.

WORKING CONDITIONS:

Comfortable working environment.