1. Support the Division Chief:
A. Manage calendar, scheduling, phone, fax, mail & email communications. Tracks current and outstanding projects, including research & teaching endeavors. Prepare teaching/presentation materials for lectures and other teaching activities.
B. Maintain current CV publications and other support. Obtain financial reimbursement for expenses. Maintain working relationships with the Chief's national and international projects and endeavors, including those based locally at institutions including HMS.
C. In his role as Professor at Harvard Medical School, including course preparation such as literature searches, course materials, and syllabi preparation, technical needs, scheduling, speaker, venue, and travel coordination, maintain schedule, answer & triage phone calls, word processing, prepare presentations.
D. Prepare memoranda, meeting agendas, announcements, and correspondence for Division Chief. Take meeting notes, if requested.
E. Take initiative in planning and performing independent tasks within the broad framework for the efficient functioning of the office of the Chief and the division.
F. Support and interacts with internal and external clients with high level of customer service.
G. Facilitates the processing of all items required for faculty on-boarding (i.e new hire form, ID badge access, network access requests).
H. Serves as primary administrative contact to DOM Faculty Services Office for all HMS faculty appointments, promotions and reappointments - ensures compliance with all HMS requirements for term appointments and promotions.
I. Maintains communication on the status of faculty members who are in the process of academic promotion at HMS.
J. Supports the administration and continual development of the DOM's annual faculty self-evaluation process.
K. Acts as the division's payroll administrator, ensuring timecards are accurate and following up on timekeeping inquiries.
2. Support the Infectious Disease Division
L. The candidate will share some administrative duties with the Infectious Diseases Administrative team. This includes cross-training on duties such as managing in-patient consult service, triaging all incoming daytime calls, maintaining a log of all calls, mail distribution, fax coverages and other general administrative duties.
M. Follow up on inquiries/return calls with appropriate information. Sort and prioritize incoming mail.
N. Assist Division Administrator in purchase orders, travel reimbursements, and financial interactions with accounts payable. Purchase office supplies for clinical and research staff
O. Responsible for helping to maintain an up-to-date Division website works closely with Faculty to incorporate their changes.
P. Coordinate all aspects of the holiday party, faculty Professorial promotion events, and other celebrations as needed.
Q. Work with the Division Administrator to organize the Department of Medicine (DoM) annual report.
R. Responsible for planning and coordinating various events, conferences and meeting, both internally and externally, for the division.
S. Draft faculty appointment letters and work with central DOM to submit required documentation.
T. Supports Sponsored Staff onboarding and VISA process within the division.
a. Responsible for onboarding of all Research Fellows research trainees, student interns, observers, etc.
b. Ensures proper work authorization for all foreign nationals (i.e., Student VISAs, J-1 and H-1B visas, Green Card support documentation)
c. Works closely with PIPs, GPS, OSS, Immigration Attorneys, International Visa holders/requestors, and Faculty Supervisors to help resolve requests/requirements which often involve complex scenario
d. Develop a centralized process for the coordination and submission of visas for the departments/lab
e. Devise a tracking system for the maintenance of visa holder statuses, program extensions, status changes, terminations, and transfer
f. Responsible for maintaining databases, tracking systems, and shared drives as it relates to International Sponsorship
U. Provides other cross-coverage duties as necessary
Qualifications
Level of education required:
- Minimum of a high school diploma or GED.
Work experience required:
- Minimum three years medical office or administrative support experience required.
- Some additional training in office systems or other post high school education preferred. Associate's Degree or higher level education preferred, but not required.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
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.
- Organization Skills: Strong organizational, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems.
- System Skills: Advanced computer skills. Ability to use all applicable applications at highest competency level.
- Ability to problem solves and troubleshoots. Ability to analyze a situation and determine best course of action within established guidelines.
- Advanced understanding and use of medical terminology.
- Advanced comprehension of billing and fiscal information.
- Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.
HOSPITAL WIDE RESPONSIBILITIES:
Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.
EEO Statement
Brigham & Women's Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
