GENERAL SUMMARY / OVERVIEW STATEMENT
Reporting to the Sr. Director, Staffing and Professional Services, this position provides administrative support to the Sr. Director and other senior staff of the Operations team at the Brigham & Women's Hospital Development Office.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Applicant must have 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:
Serve as the office timekeeper for a growing development office
Coordinate all on-boarding and off-boarding logistics, assigning onboarding Buddies, interfacing with Partners departments, as well as tracking and managing key onboarding deadlines
Schedule and coordinate Passport On-boarding program
Organize and maintain confidential HR files i.e. supporting the annual appraisal program, including distribution and tracking all materials, coordinating with BWH central HR
Submit, manage and track job postings and job descriptions
Provide administrative support for the annual development office Shadow Day
Develop and maintain the Professional Development Database that tracks training activities and conference attendance
Coordinate professional training activities to including training communications, scheduling, attendance tracking and, survey follow-up
Oversee the scheduling and communications of all Brown Bag lunch sessions
Maintain department Org Charts, Seating Charts and Employee Data Spreadsheets
Develop systems and processes as needed to simplify work and create efficiencies
Assist and provide guidance, as appropriate, in HR areas to the full and part-time Administration Associates
Maintain operational systems for office management and personnel moves and related communications
Act as Office Ergonomics Champion, handling inquiries and assisting in purchases when needed
Staff the main reception desk, as required
Responsible for Kronos Self-Service training for new Associates/Coordinators. Schedule meetings/appointments and update calendars
Information Services Support
Responsible for all IS infrastructure support for new hires and employee moves
As appropriate manage software licenses E.g. GoToMyPC and Office 365
Track maintain and support IS equipment working with Partners on installations, upgrades and maintenance.
Act as backup for the following as needed;
Candidate interviews and activities
Receiving and process incoming mail
Other duties as assigned
BA/BS Degree required, with 3-4 years of experience preferred
Independent decision-making, good judgment and ability to execute multiple assignments at any given time
superb organizational skills with meticulous attention to detail
Ability to achieve consensus amongst a group; resolve conflict
Excellent oral and written communications skills with strong proofreading ability
Strong computer literacy with Microsoft Office Products, to include database development and management using Access, and Excel, Word mail merge functions, and PowerPoint presentations
Experience with timekeeping systems, Kronos preferred
Enthusiastic attitude and an appreciation for a fast-paced, professional environment
Demonstrated project management and organizational skills
Demonstrates results driven behavior that contributes to the long- and short-term goals of the department.
Incorporates best practices into daily work.
Demonstrates flexibility and adaptability to change. Accepts and incorporates new ideas and innovations into work processes and procedures; quickly learns new ways and methods of doing things and works through stressful situations with a positive demeanor.
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.
Develops networks and builds alliances both inside and outside of BWH Development; collaborates across boundaries to build relationships and achieve common goals; works to build a shared vision with colleagues and others; proactively anticipates and takes steps to prevent counter-productive confrontations; manages conflicts and disagreements in a constructive manner.
Ability to handle confidential materials with discretion