Administrative Assistant II

The Division of Infectious Disease at Brigham & Women's Hospital (BWH) is a part of the Department of Medicine, Brigham and Women's Hospital, and is affiliated with Harvard Medical School (HMS). 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 immuno-suppressed 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 & 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. Working closely with the OPAT medical director and Nurse team lead to ensure that patients are properly tracked and that their care is coordinated between rehabilitation centers, inpatient and outpatient services.

• Work closely with the Nurse staff to help manage the OPAT patient program.

• Contact outside organizations, including laboratories and rehabilitation centers, to compile laboratory values and pertinent patient information to be delivered to appropriate staff, medical records, forwarded to physicians working with patients, and entering results in patient's chart as OPAT documentation.

• Data management for quarterly and annual reports.

• Administrative support for Travel Clinic. Coordinating and recruiting provider clinic schedules, quality assurance for template accuracy, purchasing supplies and equipment, and collaboration with 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.

• Responsible for purchasing supplies and equipment, submitting purchase orders for the faculty and staff located at 15 Francis St. Suite, AB4

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

• Serve as backup scheduler for DFCI 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.