Senior Administrative Assistant / 40 Hours / Day / BWH Center For Surgery And Public Health

GENERAL SUMMARY:

Established in 2005 as a joint initiative of Harvard Medical School (HMS) and the Harvard School of Public Health (HSPH), CSPH's mission is to advance the science of surgical care delivery by studying effectiveness, equity, and value at the health system and population levels, to inform policy, and to provide support for faculty and trainees committed to excellence in surgical health services research (HSR). CSPH's expertise in HSR also informs its work in addressing the burden of surgical disease in lower- and middle-income countries and resource-limited settings.

DUTIES AND RESPONSIBILITIES:

This position entails providing support to the Kessler Director for the CSPH. The successful candidate will provide comprehensive administrative coordination and support in areas, including, but not limited to calendar and meeting facilitation; project support; domestic and international travel coordination; expense reconciliation; general executive support; divisional and other duties. Multi-tasking, effective communication and organizational skills are critical to this position.

1.Calendar & Meeting Facilitation

a. Plans, manages, and facilitates meetings, seminars, and conferences. Specific responsibilities include:

a. Obtaining and organizing planning information

b. Receiving appropriate approvals

c. Reserving location(s) and ordering A/V, food services, etc.

d. Preparing agendas, schedules, syllabi, and/or teaching materials

e. Coordinating attendance and communication

f. Managing other items, including budgets, as necessary

g. Schedule interviews and provide itineraries for candidates to meet the Kessler Director

2.Project Support

a. Provides project support on new and on-going initiatives

b. Maintains confidentiality of information that is sensitive in nature while ensuring that project goals are achieved

c. Manages the day-to-day operational aspects of the scope of the project

d. Takes ownership of projects under the direction of the CSPH Kessler Director and Administrative Director

e. Makes independent decisions and executes on project assignments based on knowledge of practice operations and through research and collaboration

3.Domestic and International Travel Coordination

a. Prepares domestic and international travel arrangements

b. Corresponds with sponsoring institutions and societies

c. Prepares itineraries

4.Expense Reporting

a. Monitors and reconciles the CSPH Kessler Director's expenses

b. Collects, organizes and prepares information for submission of domestic and international travel and other expense reimbursements

5.Executive Support

a. Answers, screens and routes telephone calls in a timely manner

b. Communicates with all staff and faculty in a professional manner

c. Responds to requests for routine information or assistance within scope of knowledge

d. Kessler Director CV management

e. Compose and complete letters of recommendation

f. Composes routine and advanced correspondence

g. Completes standardized and non-standardized forms

h. Maintains files and confidential record keeping systems

i. Opens and sort's mail

j. Photocopies, sorts, collates and distributes documents, as required

6.Other Duties

a. Attends team meetings as required and contributes in a positive manner

b. Supports CSPH initiatives as they are implemented

c. Seeks improvement opportunities throughout the CSPH

d. Performs other duties, as assigned

QUALIFICATIONS:

• Bachelor's degree in Business Management, Healthcare Administration or related degree (required)

• 3 year's experience working in an administrative or clerical role, at least 2 of which were within a medical setting (required)

• Executive presence, professional discretion, ability to always represent the Center, provide exceptional customer service over the phone, in person, and through email

• Excellent interpersonal and communication skills, both written and verbal required- ability to confidentially manage internal/external communications

• Excellent organizational skill and ability to manage deadlines and relate to all levels of personnel in a collaborative manner.

• Ability to problem solve trouble-shoot a variety of administrative situations and computer functions

• Ability to work independently and take initiative on following up on unfinished tasks, anticipate impact to other work streams and team members

• Ability to set priorities, work with diplomacy and efficiency in a dynamic environment

• Exceptional time management skills required

• Computer expertise in Microsoft Word, Excel and other software

WORKING CONDITIONS:

The environment is fast paced and might require evening work around deadlines.