Executive Assistant / 40 Hour / Day / BWH Administration

Wentworth-Douglass Hospital Boston , MA 02298

Posted 5 months ago

GENERAL SUMMARY / OVERVIEW STATEMENT:

Reporting to the Senior Vice President, Human Resources, and supporting the Vice President of Employee Experience, Diversity & Inclusion, the Executive Director of Human Resources, and the Chief Diversity and Inclusion Officer for Professional Staff, the Executive Assistant will provide administrative support to ensure the efficient and effective dayto-day functioning of the senior leadership team for human resources and BWH's diversity & inclusion efforts. This is an exciting opportunity to support a creative and dynamic team whose work is felt across the hospital and its employee population. This position requires excellent organizational, interpersonal and communication skills and attention to detail.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

General Responsibilities

  • Manage executive schedules, including the planning and timely notification of meetings and appointments using independent judgment in setting priorities and proposing alternatives to meetings; meeting preparation

  • Maintain four, high volume calendars

  • Collaborate with other senior staff, EAs, and individuals outside of the organization to ensure sound calendar management, adequate balance of meeting time, work time and general availability

  • Ensure adequate travel time in schedules

  • Communicate schedule changes in timely manner

  • Proactively identify calendar conflicts and works to resolve such issues

  • Support and set up individual, small group, and committee/working group/task force meetings

  • Ensure meeting participants have accurate meeting logistics (location, directions, etc.)

  • Arranges for conference room, catering, and technical support (i.e.: projector, teleconferencing services) and prepares materials as necessary

  • Ensure efficient and effective day-to-day functioning of activities within these administrative areas

  • Develops and edits documents and presentations in Microsoft PowerPoint, Word, Excel, and other MS Office software

  • As needed, own/manage/execute projects on behalf of the Office

  • Provide customer friendly support to answer questions and resolve issues in accordance with appropriate policies and procedures

  • Provide administrative support to human resources and diversity & inclusion functions; act as payroll timekeeper for the unit

  • Responsible for supply ordering and utilization

  • Handle confidential matters with the utmost discretion

  • Uses independent judgment to manage workload and responsibilities, as well as solve problems

Other Business Responsibilities

  • Tracks, enters and reports department employees' weekly hours through Kronos; maintains department schedule for vacations and summer hours program

  • Prepares and tracks expense reports for SVP, VP, ED, and CDIO

  • Organizes and manages office supplies and equipment; ensures all equipment is in working order and arranges for repairs

  • Processes and tracks purchase orders, invoices, check requests, reimbursements, petty cash vouchers, and other transactions

  • Assists in the preparation for new employee arrivals, including office/cube preparation, IDs, security, computer set-up; manages scheduling for new hire orientation program

  • Assists with correspondence, filing, telephone coverage, routing routine mail and other administrative activities

  • Serves as a central departmental troubleshooting resource on IT related issues

  • Provides back-up coverage for other senior executives within BH Administration

  • Other ad hoc administrative projects as assigned, including requests from the Chief of Staff to the EVP and COO (CoS)

  • Associate degree or related experience required. Bachelor's degree preferred

  • Must have a minimum of five to seven years' experience involving complex calendar management and the support of senior management in a large, complex, matrix organization. Experience supporting multiple senior executives is preferred

  • Must be proficient with Microsoft PowerPoint, Word, Excel, and other MS Office software

SKILLS / ABILITIES / COMPETENCIES REQUIRED:

  • Strong verbal and written communication skills

  • Must possess excellent interpersonal and communication skills with excellent attention to detail and follow-through

  • Professional demeanor high level of diplomacy and discretion

  • Must have high emotional intelligence

  • Must have a strong customer service orientation

  • Must have strong problem solving and organizational skills

  • Must be flexible and willing to take initiative

  • Must be able to work independently to complete projects and ad-hoc assignments

  • Must be able to function effectively in a fast-paced environment, organize and prioritize work, and meet deadlines; demonstrated ability to navigate complex system to complete work

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Research Compliance Manager / 40 Hour / Day / BWH Research Compliance

Brigham And Women's Hospital

Posted 1 week ago

VIEW JOBS 8/15/2019 12:00:00 AM 2019-11-13T00:00 GENERAL SUMMARY/OVERVIEW STATEMENT: The BWH Research Compliance Manager will work with the Director of Sponsored Programs and Compliance to provide support to the BWH community engaged in a wide range of sponsored activities and academic collaborations. The BWH Research Compliance Manager will also have responsibility for oversight of compliance activities at Brigham and Women's Hospital; ensuring compliance with federal, state, and local laws and Partners and hospital policies. Responsibilities will include drafting, reviewing, and negotiating agreements, ensuring sponsored activities comply with local, state, federal, and international law as well sponsor requirements and hospital policy, monitoring and auditing of sponsored activities across the hospital, risk assessment, and development and implementation of policies, procedures, and practices designed to promulgate compliant practices and mitigate risk .This position has a strong educational component and requires the incumbent to lead one-on-one and group training programs to promote awareness of institutional resources, highlight developments in relevant policies and regulations, and provide specialized training based on monitoring of sponsored activities. The BWH Research Compliance Manager will work under the direction of the Director of BWH Sponsored Programs and Compliance and in collaboration with compliance officials across Partners to ensure both compliance and consistency across all Partners entities. PRINCIPAL DUTIES AND RESPONSIBILITIES: The BWH Research Compliance Manager will have the following responsibilities: * Review, draft, and negotiate agreements related to research and academic activities within the Hospital including international agreements, data sharing and data use agreements, academic and research collaborations. Provide ongoing support for sponsored projects throughout their life cycle. * Work with other Hospital and Partners Healthcare groups to triage complex agreements and collaborations, provide assistance with regard to institutional policies and procedures as needed. Serve as a resource to BWH Departments and Divisions engaging in Sponsored Programs activities with respect to risk management, regulatory compliance, and administrative efficiency. * Support a wide range of Research Compliance activities including, export and import controls, Investigator transfers, research staff matters, data use and sharing, privacy and confidentiality of research material, and research and data integrity. Provide comprehensive regulatory guidance to the BWH research community regarding the responsible conduct of research. * Conduct targeted risk assessments and develop comprehensive corrective action plans or remedial measures to address identified areas of concern. Create monitoring and auditing programs to address areas identified by the risk assessments related to research compliance areas. * Develop, implement, review and/or revise BWH-specific research policies and procedures as necessary to ensure that all regulatory requirements and institutional or Partners policies or practices are appropriately supported and upheld. * Design and deliver focused training and education plans based on findings from BWH risk assessments and audits, regulatory changes and enforcement activities, and new policies and procedures. * With the Director of Sponsored Programs and Compliance develop tools and systems for managing Sponsored Program activities. Assist in the development and posting of new content for internal and external BWH websites. * In conjunction with the Director of BWH Sponsored Programs and Compliance, coordinate reports to regulatory oversight agencies and facilitate investigations and responses to requests for information from various government entities. * Investigate reports related to noncompliance at BWH. Identify and develop corrective action plans to address instances of noncompliance, as appropriate. • Coordinate data collection, review and reporting as needed to support ongoing compliance investigations. * Research periodicals, internet sites, and government publications to keep abreast of federal, state, and local developments and compliance efforts related to research. Develop communication tools to share this information effectively across the BWH research community. * Perform other related duties and responsibilities as required. QUALIFICATIONS: * J.D. or graduate degree in a healthcare field is required; related healthcare or legal experience considered in substitution * 5 years related experience required, preferably in compliance role * Administrative/management experience strongly preferred. * Thorough familiarity with current applicable laws and regulations, including federal, state, and non- federal regulations surrounding research and research grants SKILLS/ABILITIES/COMPETENCIES REQUIRED: * Proficient in using computer software applications such as Microsoft Excel, Word, PowerPoint, Visio and Adobe. * Strong interpersonal and communication skills (oral and written), including public speaking to facilitate training sessions, lead discussion groups, present to management. * Ability to understand complex organizations; demonstrated political savvy. * Strong project management skills * Ability to work independently, with all levels, and within a strong team environment. * Ability to manage multiple responsibilities, often under time pressures. * Ability to function independently and effectively. WORKING CONDITIONS: * Traditional office space located within a busy hospital * Frequent employee and professional contacts * Pace of work is sometimes hectic and always challenging FISCAL RESPONSIBILITY: No direct responsibility for budget. Brigham And Women's Hospital Boston MA

Executive Assistant / 40 Hour / Day / BWH Administration

Wentworth-Douglass Hospital