Administrative Assistant II - Infectious Disease

The Division of Infectious Diseases (ID) at Brigham & Women's Hospital (BWH) is a part of the Department of Medicine of BWH and is affiliated with Harvard Medical School. The division has 55 faculty members, and over 250 staff and researchers, including over multiple locations across Boston. The Division provides a full range of clinical services to adult patients with bacterial, viral, fungal, and parasitic diseases. Members of the Division have extensive experience treating immunosuppressed patients, including those with HIV, malignancies, hematopoietic stem cell and organ transplants, tropical infectious diseases, and infections of bones and joints. In addition to clinics for general infectious diseases, there are subspecialty clinics in HIV, tropical medicine and travel, post-exposure prophylaxis for HIV, transplantation infectious diseases and infectious diseases of women. The OPAT Administrative Assistant serves a key role in the division.

Specific Duties

• Coordinate the Outpatient Parenteral Antimicrobial Therapy (OPAT) Program for the Division of Infectious Diseases. Work closely with the OPAT Leadership Team (OPAT Medical Director, NP Team Manager, and ID Pharmacist) to ensure that patients are properly tracked and that their care is coordinated between rehabilitation centers, inpatient and outpatient services. Schedule patients for follow-up ID clinic appointments.

• Collaborate with OPAT leadership to help set agenda for weekly meetings: Record, distribute, and file notes for weekly OPAT meetings.

• Work closely with the ID Nursing Staff and OPAT leadership team to help manage daily nursing workflow and coordinate the patient needs of the OPAT program including facilitation of daily assignment of patients being discharged from the hospital, contacting outside organizations such as laboratories and rehabilitation centers for patient information, compiling laboratory values and pertinent patient information to be delivered to appropriate staff and departments., entering laboratory results in patients' charts as OPAT documentation, and forwarding OPAT orders for signature.

• Data management for quarterly and annual reports.

• Administrative support for Travel Clinic: Coordinate provider clinic schedules, recruit providers to fill vacant sessions, assure template accuracy, purchase supplies and arrange for services for each travel clinic, and collaborate with and serve as a resource to each clinic location.

• Schedule and coordinate meetings, events, interviews, appointments, travel, and lodging arrangements for the OPAT program and the Administrative Director for Infectious Diseases as needed.

• Perform administrative/secretarial primary support for the division including but not limited to, calendar management, email, and verbal communication with internal and external vendors.

• Procure supplies and equipment for ID faculty and staff

• The ideal candidate will share some administrative duties with the Infectious Diseases Administrative team. This includes cross-training on duties, holding the inpatient consult pager for one day each week, monitoring incoming faxes through Web Fax.

• Serve as backup scheduler for DFCI ID patients

• Provide support for the clinical staff, physicians, nurses, and administrators

• Must be innovative in your approach to problem-solving, process improvement, and seeking solutions.

• Other duties as assigned

• High school diploma required. Bachelor's Degree preferred.

• 1-3 years in similar academic, medical or research setting preferred.

• Computer proficiency in MS office, redcap, EPIC

• Excellent verbal and written communication/interpersonal skills. Knowledge of medical terminology.

• Ability to interact well with others, including patients/volunteers, physicians, and co-workers.

• Ability to handle multiple tasks simultaneously, keeping track of details and following through to completion within specific time limits. Strong attention to detail and organizational skills.

• High level of professionalism and ability to handle confidential information appropriately.

• Ability to take initiative, work independently, and prioritize assignments among conflicting demands.

• Must be a resourceful team player. Ability to adapt to a changing work environment and growing program is essential.