Administrative Assistant Senior - Dermatology - Hybrid
 Brigham and Women's Hospital | |
 United States, Massachusetts, Boston | |
| 41 Avenue Louis Pasteur (Show on map) | |
 Mar 28, 2025 | |
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Summary
This position is responsible for providing high-level administrative support to clinical faculty and clinical research faculty. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations. Does this position require Patient Care? No Essential Functions - Credentialing Physicians/Recredentialing Physicians - Renewing Medical Licenses, State and Federal Narcotics Licenses - Managing Physicians' CCP (Continuing Certification Program in Dermatology) - Managing Physicians' CME transcripts - Managing Faculty CVs - Managing Faculty Biosketches - Managing Faculty PubMed profiles - Calendar Management: maintain faculty schedules, including appointments, meetings, and travel arrangements. - Expenses: Prepares faculty purchase requisitions and reimbursements. Requires knowledge of e-check and online travel reimbursement. - Prepare, review, and edit reports, presentations, and other documents. - Handle incoming and outgoing correspondence, including emails, letters, and phone calls. - Organize and maintain office files, both electronic and physical. - Schedule, coordinate, and facilitate meetings, including sending invites, preparing agendas, confirming attendance, taking minutes, and following up on action items. - Arrange logistics for internal and external meetings, including room bookings and catering and managing meeting budget. - Serve as the primary point of contact between faculty and internal/external stakeholders. - Draft and distribute memos, announcements, and other communications as directed. - Oversee office supplies inventory, ordering, and distribution. - Ensure office equipment is properly maintained and serviced. - Coordinate with IT for technical support and equipment needs. - Assist in the planning and execution of special projects and events. - Monitor project timelines and ensure deadlines are met. - Forwarding Notes in EPIC - Administrative Teamwork: Provides back-up coverage for other administrative support staff. Acts as a mentor and resource for other administrative support staff, answering questions and providing instruction as necessary. - Take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor. JOB SPECIFIC SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: 1.The ability to create a professional yet friendly office environment. 2.Strong calendar management skills required. The ability to understand that the calendar is a representation of work life and a commitment to ensure the highest quality of work life is a must. 3.Exceptional judgment and discretion in interacting with physicians and senior management on sensitive political and confidential issues. 4.Strong communication skills - written. Demonstrated ability to proofread and edit correspondence. 5.Strong communication skills - oral. Ability to communicate effectively with a wide range of departments, medical staff and individuals at all levels both within and outside the institution. 6.Strong organizational skills. 7.Strong interpersonal, service and negotiating skills. 8.Ability to function independently and effectively under the pressure of rigid deadlines and schedules. 9.Ability to communicate effectively with a wide range of departments, medical staff and individuals on multiple levels both within and outside the institution. 10.Creative, self-motivated, possesses excellent judgment and the ability to plan and initiate new activities. 11.Ability to support multiple individuals with competing needs, effectively prioritize work, and contribute as a team member with the willingness to assist with both routine and/or last minute projects. Education High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred Can this role accept experience in lieu of a degree? No Licenses and Credentials Experience Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred Knowledge, Skills and Abilities - Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook). - Excellent verbal and written communication skills. - Strong organizational and multitasking abilities. - Ability to work independently with minimal supervision. - Strong attention to detail and problem-solving skills. - Familiarity with hospital administration processes and healthcare regulations. - Professional demeanor and ability to interact effectively with all levels of staff. Physical Requirements The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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. | |