ADMIN ASSISTANT II

Affiliate Name: Brigham & Women's Hospital
Job Category: Administrative/Medical Secretary
Department: BWH NEUROLOGY
Shift: Days
Hours/Week: 40
Job Type: Regular
Employment Type: Full TimeResponsibilities:
To provide administrative level support to Research Investigators, Administrator, and staff of Alzheimer's unit of Behavioral Neurology. Position demands a high level of responsibility with minimal supervision, independent performance of varied duties, extensive communication, command of organization, and excellent prioritization. Position is primary administrative support for two Research Investigators and their staff of scientists and technicians.Position involves a great deal of interaction with Behavioral Neurology and other BWH staff, Alzheimer patients and their families, other institutions and businesses, and a diverse group individuals.Position also requires extensive experience with computers and varied software in a Macintosh/PC environment, and the ability to learn new software quickly.Direct support to Research Investigators and Administrator in the form of correspondence, dictation, xeroxing, filing, faxing and typing. Coordination of travel schedules, conferences, and meetings and preparation and tracking of travel & expenses. Screen and forward phone calls and take messages for Investigators and other staff members.2) Process and edit dictated and hand-written correspondence, reports, reviews, references and manuscripts via computer using MS Word and other software. Make editorial changes in materials, including limited rewriting. Independently check accuracy of content by reference to a variety of sources. Responsible for proper format, punctuation, grammar, spelling and verification of references and footnotes.3) Provides grant assistance in the form of preparation and processing of grant applications for NIH and other funding agencies. Includes preparation of administrative sections of grants and continuing applications, research descriptions, updating biosketches and other support. Responsible for coordinating grants for internal approval process and final submission to the sponsor. Keep up to date files of grant copies and all correspondence regarding Investigator's grant proposal submissions.4) Provides research protocol assistance. Prepares and coordinates with Investigators human and animal protocol applications and forms for review, signature and timely approval by research committee.5) Interface with patients and their families as necessary for Alzheimer Clinicians regarding prescriptions, letters, insurance forms, patient orders, patient needs and appointment/scheduling problems. Communication with MS patients and their families requires sensitivity, discretion and maturity. Encompasses detailed knowledge of the organizational unit and knowledge of the hospital policies. Responsible for processing dictated clinic notes as well as editing using the patient data base.6) Coordinates arrangements for visiting speakers and prospective candidates to Behavioral Neurology, including travel, hotel and meal accommodations, as well as expense reimbursement. Coordinates on-site arrangements for conferences/meetings sponsored by this Department as directed by principal investigator or Co-Director. Maintains catering for weekly/monthly lab meetings.7) Provide administrative support to Behavioral Neurology clinical and research staff as needed (including but not limited to grants, manuscripts, mailings, special projects, etc.)8) Order and maintain inventory of office and photocopy room supplies. Coordinates the ordering of laboratory supplies and equipment with appropriate staff. Requires interaction with outside vendors, BWH departments and Behavioral Neurology staff. Responsible for reprint requests and on-site maintenance requests.9) Organize, maintain and develop office files, directories, listings (includes grants, manuscripts, reprints, articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the office. May perform literature searches. General office maintenance (plants, refrigerator, storage, water coolers, etc.)10) Gather, read, sort and distribute incoming mail for response and priority purposes. May independently reply to correspondence when appropriate. Process outgoing mail.11) Other duties assigned by Investigators and Administrator.
REQUIREMENTS
Two year secretarial school program or four year college degree plus minimum of 1-2 years secretarial experience, with increasing level of responsibility and independence.Proficient in a Macintosh or PC environment w/ knowledge of MS Word, Excel/Lotus, Graphics, Bibliography Software and Database Software.