Under the general supervision and in direct support of the Department of Pediatric Newborn Medicine Vice-Chair, the Executive Staff Assistant is responsible for providing secretarial and administrative support essential to the smooth and efficient operation of the Department. She or he performs and oversees various administrative functions that require in-depth knowledge of Departmental programs and services, including the compilation and distribution of presentations and reports; the preparation, routing, and tracking of administrative forms, documents and letters or e-mails on the Vice-Chair's behalf; and the scheduling and organization of meetings and conferences, as well as the maintenance of office record keeping systems and databases; tracking and drafting of Human Research Committee applications, amendments, and renewals at all Harvard institutions. In addition, he or she performs clerical and administrative tasks needed to prepare grants and manuscripts for electronic submission, and prepares text, image, and graphic slides for MS-PowerPoint presentations. The Assistant also orders and maintains various supplies; processes mail; prepares travel arrangements; maintains a smoothly functioning administrative suite work environment; and performs general clerical and reception duties.
Level of education required:
Minimum of an Associate's Degree or higher level education is required.
Work experience required:
Minimum three year's medical office or administrative support experience required.
Some additional training in office systems or other post high school education preferred.
Technical skills required:
Knowledge of practice operations and standards.
Understanding of procedures including filing, copying, scanning, printing, and faxing.
Highly proficient in all communication skills (phone, verbal and written). Ability to handle sensitive information and situations with poise and professionalism.
Strong organizational, coordination and judgment skills.
Ability to prioritize effectively.
Ability to manage multiple tasks effectively, following established protocols, and working within systems.
Advanced computer skills.
Ability to use all applicable applications at highest competency level.
Ability to problem solve and troubleshoot challenges. -Ability to analyze a situation and determine best course of action within established guidelines.
Advanced understanding and use of medical terminology.
Comprehension of billing and fiscal information.
Be knowledgeable about and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.
The successful candidate will be comfortable in a fast paced clinical/research/administrative work environment that encompasses diverse responsibilities. The abilities to multi-task, follow direction, take the initiative, problem solve, and quickly change priorities are essential. This individual must exercise good judgment, meet deadlines, and pay particular attention to detail. Exceptional interpersonal, organizational, communication, and customer service skills are necessary in working with staff in Newborn Medicine and other departments, researchers, and multidisciplinary and physician groups. The position requires an individual who is flexible, collegial, will work effectively as a member of a team and is committed to excellence in all work products. He or she must appreciate and thrive with specific direction but also be willing and capable of working independently to maintain productive work output when the Vice-Chair is assigned to Newborn Intensive Care clinical service, engaged in travel, or occupied with one or more deadlines.
The successful candidate will have substantial experience in a support position, preferably in an academic or research setting. A computer savvy individual who is competent and comfortable working with various software applications is required; in particular, considerable experience with all Microsoft applications (Word, Excel, Access, PowerPoint), EndNote, and Adobe Acrobat is a must; facility with Adobe Photoshop, desktop publishing, and website design and management is desirable. Expertise in grant preparation (e.g., to NIH and private foundations), facility with both Microsoft and Apple operating systems and software, and a working knowledge of medical language are highly desirable.
Brigham And Women's Hospital