Administrative Assistant II / 40 Hours / Day / BWPO Radiation Oncology
Brigham & Women's Hospital(BWH)


Job Info


GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Administrative Assistant II will support all the administrative and academic needs of the Radiation Oncology physician group. There are currently 33 Boston-based Radiation Oncologists, and 5 Administrative Assistants to support their non-clinical activities. The Radiation Oncologists are part of the Brigham and Women's Physician Organization (BWPO). The Administrative Assistant will be responsible for handling multiple calendars and schedules, coordinating meetings and conferences, recording minutes at meetings, providing general secretarial support and office management, and working on projects defined by the Practice Administrative, Clinical Director, and/or Executive Director.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  • Manage multiple physician calendars for non-clinical scheduling.
  • Assist with travel arrangements and conference registration.
  • Provide meeting support and scheduling as needed. Includes minute-taking.
  • Assist physicians with any requested clerical duties. May include labels, faxes, typing reports or letters, formatting manuscript references, locating journal articles, assisting with manuscript submission, copying and filing.
  • Coordinate updating of physician CVs
  • Support HMS appointment documentation needs for physicians
  • Assist with physician competency tracking, physician reappointment and onboarding, as needed.
  • Create, maintain and distribute physician clinical coverage schedules.
  • Order and distribute pagers, cell phones, keys, letterhead/business cards, office supplies, lab coats.
  • Coordinate (non-student) visitors to the department. Includes filing paperwork, arranging for ID badges and securing temporary computer access as needed.
  • Organize departmental conferences. Includes creating schedule, booking rooms, remote access, ordering food etc.
  • Coordinate HMS continuing medical education (CME) credentialing process for departmental conferences.
  • Manage and schedule physician employment interviews. Includes coordinating travel and accommodations.
  • Maintain and organize the physician administrative office. Includes completing maintenance work orders and maintaining office equipment.
  • Book meeting rooms as needed for departmental meetings across the BWH/DFCI campus. Coordinate scheduling for departmental conference rooms.
  • Coordinate updates of department Web sites.
  • Assist in triaging network/desktop technology issues, prioritize and escalate problems within given guidelines, and track resolution of issues.


  • Qualifications
    QUALIFICATIONS:
  • 1-3 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
  • High School Diploma/GED required. Associate's or Bachelor's degree preferred.


  • SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
  • Proven exemplary written and verbal skills.
  • Knowledge of Microsoft Excel, Word, PowerPoint, Share Point, Outlook preferred.
  • Attention to detail.
  • Ability to learn quickly, adapt to change, and work independently.
  • Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
  • Must possess the ability to maintain confidentiality and pay attention to detail.
  • Excellent ability to organize, prioritize and follow-through.
  • This position has a high degree of independent functionality, takes a proactive approach to managing workflow and projects and may also have project work responsibilities.
  • May be responsible for providing work direction to interns and mentor junior staff.


  • Working Conditions:
  • Works in normal office environment and hospital clinic where there are no discomforts due to extreme temperature, dust, and the like.
  • Office is based in the Longwood Medical Area and job duties involve frequent visits to multiple office locations/buildings within the area.


  • SUPERVISORY RESPONSIBILITY:

    None

    FISCAL RESPONSIBILITY:

    None

    Addendum B

    DEPARTMENT SPECIFIC DUTIES AND RESPONSIBILITIES:
  • Academic admin assigned physicians
  • Outlook Calendar mgmt.
  • Creating/Book meetings
  • Aria Calendar mgmt.
  • Schedule meetings with other staff, MDs
  • Input Qgenda (DOD, SPRO, MD out, vacation, swaps)
  • Find Qgenda Swaps
  • Input MD Swaps and Day outs
  • Attend meetings for disease site meetings and take minutes
  • Edit and update CVs and biographical sketches for all MDs
  • Support HMS appointment documentation needs for all physicians
  • Learn ordering/update stationary: business cards, letterheads, envelopes for BWH and DFCI
  • Assist Operations Coordinator with the weekly digest (am conference, welcome section, events, on-call schedule)
  • Assist Credentialing Coordinator with CME Credits for departmental meetings
  • Coordinate HMS RSS for AM conference
  • Facilitate Clinical Research Committee meeting
  • Maintain Agenda and meeting minutes
  • Cover other Administrative Assistance when needed
  • Administration Assistant Responsibilities are subject to change based on department needs.


  • DEPARTMENT SPECIFIC QUALIFICATIONS:
  • Knowledge of practice operations and standards.
  • 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.
  • Requires knowledge of Institute policies and practices and may be required to interface with senior management, cross-organizations, internal and external customers and government and community officials which require considerable tact and diplom


  • EEO Statement
    Brigham and Women's Hospital is an Equal Opportunity Employer. Allqualified applicants will receive consideration for employment without regardto race, sex, color, religion, national origin, sexual orientation, protectedveteran status, or on basis of disability.



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