Job PostingJob Summary: Provides secretarial and administrative support to a director or other leadership position(s) in a department and requires in-depth knowledge of the department’s programs and services.
Involves extensive interaction with diverse populations including the public, visitors, patients and families, external customers, medical practitioners and medical center staff.Essential Responsibilities: Answers and screens telephone calls.
Takes accurate messages or directs call to appropriate person.
Greets and directs patients/families, visitors and staff.
Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.Types correspondence, forms, reports, manuscripts or other materials that may require complex formatting.
Prepares documents with stylized formats, lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages.
Proofreads and edits materials for grammar, punctuation and spelling.Schedules appointments and meetings and maintains personal calendars for manager/director(s).
Organizes conference calls and meetings, sometimes with large numbers of participants.
Reserves meeting locations and equipment.
Prepares meeting agenda and other materials.
Prepares travel arrangements as needed.Organizes and schedules conferences, seminars or other department sponsored programs or events.
Coordinates all necessary arrangements: location, registration forms and fees, agenda, refreshments, materials and equipment.Maintains departmental files, records and databases.
Enters information from source documents into computer databases and/or spreadsheets, compiling, printing and distributing periodic reports, mailing labels and other information as needed.
Maintains department reference library of books, journals and other materials.Required Qualifications:High School diploma or GED required.
Associate’s degree preferred.3-5 years related work experience required.Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications.
May produce complex documents, perform analysis and maintain databases.Competencies:Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.Independence of Action: Ability to follow precedents and procedures.
May set priorities and organize work within general guidelines.
Seeks assistance when confronted with difficult and/or unpredictable situations.
Work progress is monitored by supervisor/manager.Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving.
Ability to remain calm in stressful situations.Physical Nature of the Job:Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects.
Sitting most of the time, with walking and standing required only occasionallyDepartment DescriptionDepartment Specific Job Responsibilities1.This position provides administrative support for the Research Program in the Division of General Medicine, and is based at 1309 Beacon Street in Brookline.
The Administrative Assistant III specifically supports 11 faculty members and any new recruits.2.
Coordinates and assists with required components for new grants, grant renewals, grant resubmissions and research protocols.
Adheres to NIH protocol for all grant submissions.
Coordinates and assists with paperwork for Internal Review Board (IRB) submissions.3.
Prepares paperwork for purchase orders, check requests, and travel reimbursements for approval, obtains signatures, and processes through Accounts Payable.4.
Creates and formulates simple spreadsheets and charts; may generate standardized reports from databases and/or enter and edit data from statistical information.
Layout and create text and graphic presentation materials.5.
Typing and transcribing documents, filing, telephone triage, delivering clinical and administrative materials, faxing, creating and handling mailings, photocopying, maintaining faculty Outlook schedules, making travel arrangements, and providing other administrative support in a team-oriented environment.6.
Develops libraries and creates bibliographies from library database using Endnote.