Associate, Development Operations / 40 Hours / Day / BWH Development

Brigham And Women's Hospital Boston , MA 02298

Posted 2 months ago

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Join us in our mission to transform the future of medicine! The Development Office of Brigham and Women's Hospital is a team of 130 -plus vibrant, collaborative, skilled professionals dedicated to inspiring visionary philanthropy that will advance caring and curing for patients in Boston and around the world. That is why we launched Life.Giving.Breakthroughs. our $1.5 billion campaign to sustain and fuel the innovative training, quality care, and life-changing discoveries that will help patients now and for generations to follow.

Be part of the team that is driving groundbreaking work at a world-renowned teaching hospital. Together, we strive for excellence in an environment that is fast-paced, challenging, and filled with opportunities to learn, grow, and achieve.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

This position supports the administration team of a growing Development Office. The applicant should have an interest in human resources and a strong customer service focus and excellent interpersonal skills. Must be able to effectively communicate and be a self-starter. Able to handle multiple projects simultaneously, managing and negotiating deadlines as needed. Regular responsibilities include:

Administration

  • Provide support in the recruitment process: schedule candidate interviews, handle candidate correspondence, and oversee the candidate and employee referral tracking

  • Organize and maintain confidential HR files i.e. supporting the annual appraisal program, including distribution and tracking all materials, coordinating with BWH central HR

  • Maintain department organizational and seating charts

  • Serve as the office timekeeper and liaison with Kronos timekeeper team

o Oversee Kronos Self-Service training for new Associates/Coordinators; schedule meetings/appointments and update calendars

o Produce and distribute Kronos Overtime reports to distribute for manager review according to office policy

o Produce and distribute weekly Benefit Time Courtesy Report to employees and their managers found to be at certain benefit time thresholds

  • Provide administrative support for the annual development office retreat

Professional Development

  • Provide support for professional development and office management initiatives (training course schedules, materials production, attendee surveys)

  • Oversee the professional development membership, training and conference application flow

  • Maintain professional development database (capturing attendance cost information) producing actionable reports that includes working with PeopleSoft and HealthStream exported data

  • Oversee the attendee surveys upon program completions to capture outcomes and analyze data

On-boarding Support

  • Prepare workspace for all new employees, prepare orientation binders, order building passes, order nameplates, update office directories and mailboxes, send out electronic expense system enrollment emails, take and upload new employees' photos, add new staff email addresses to copiers and floor directories

Information Services/Finance Support

  • Maintain IS Device Tracking Log

  • As appropriate manage software licenses E.g. GoToMyPC and Office 365

  • Tracking monthly facilities related expenses

Other

  • Act as backup for the following as needed;

o Candidate interviews and activities

o Gift Processing

o Receiving and process incoming mail

o Front Desk Ambassador on occasion

  • Other duties as assigned

QUALIFICATIONS:

  • BA/BS Degree required, with 1 years office experience

  • Excellent oral and written communications skills with strong proofreading ability

  • Good computer literacy and word processing skills using Microsoft Products with level of comfort preparing presentation materials using PowerPoint

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

  • Service Oriented

  • Exceptional organizational skills with meticulous attention to detail and follow up

  • Incorporates best practices into daily work.

  • Demonstrates flexibility and adaptability to change

  • Enhance and enrich BWH Development and personal skill set. Open to regular performance feedback and opportunities to learn through formal and informal methods; effectively monitors own performance and behavior; influences others by modeling appropriate behaviors; encourages and listens to diversity of opinions and assists coworkers in projects and programs; participates and contributes to team activities.

  • Ability to handle confidential materials with discretion

  • Professional telephone manner

  • Enthusiastic attitude and an appreciation for a fast-paced, professional environment

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Associate, Development Operations / 40 Hours / Day / BWH Development

Brigham And Women's Hospital