ADMIN SECRETARY IV

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:
GENERAL SUMMARY AND OVERVIEW:To provide administrative level support to Co-Director of Center for Neurologic Diseases. This position demands a high level of responsibility with minimal supervision, ability to supervise, independent performance of varied duties, extensive communication, command of organization, and excellent prioritization.To provide supervision to entry-level administrative assistant(s).Position involves a great deal of interaction with CND and other BWH staff, physicians, scientists, MS 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 environment, and the ability to learn new software quickly.PRINCIPAL DUTIES AND RESPONSIBILITIES:1)Direct support in the form of correspondence, dictation, xeroxing, filing, faxing and typing. May back-up other administrative personnel to screen and forward phone calls and take messages for Investigators and other staff members.2)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.3)Prioritize tasks, review pending assignments, troubleshoot and strategize for timely completion of Director's and CND's projects and committees.4)Coordination of travel schedules, conferences, and meetings and tracking of travel & expenses. Monitor travel and daily schedules of the Director, update and maintain personal calendar, confirm arraignments, submit request information, prepare slides and other materials for presentations.5)Provide management support to entry-level administrative personnel.6)Draft 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.7)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.8)Interface with patients and their families as necessary, regarding prescriptions, letters, insurance forms, patient orders, patient needs and appointment/scheduling problems. Communication with patients and their families requires sensitivity, discretion and maturity. Respond to inquires for clinical trials or direct to appropriate personnel.9)Coordinates arrangements for visiting speakers and prospective candidates to the CND, including travel, hotel and meal accommodations, as well as expense reimbursement. Coordinates on-site arrangements for conferences/meetings as directed by the Co-Director. Maintains catering for weekly/monthly lab meetings.10)Organize, maintain and develop office files, directories, listings (includes grants, manuscripts, reprints, articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) Perform literature searches. General office maintenance (plants, refrigerator, storage, water coolers, etc.)11)Coordinates media related matters with Harvard Medical School and Brigham and Women's Hospital's public affairs office.12)Other duties assigned by Investigators and Administrator including but not limited to assist in the training of administrative support personnel.
REQUIREMENTS
Two year secretarial school, bachelors or equivalent experience with increasing level of training.Proficient in a Macintosh or PC environment w/knowledge of MS Word, Excel, Grant preparation, EndNotes, Graphics, and Database Software.