Part Time Medical Secretary II (20hrs)

Affiliate Name: Brigham & Women's Hospital
Job Category: Administrative/Medical Secretary
Department: BWH PATHOLOGY
Shift: Days
Hours/Week: 20
Job Type: Regular
Employment Type: Part TimeResponsibilities:
1.Responsible for providing computer based word processing support for Division staff from handwritten copy or dictaphone, on a PC computer using Microsoft Word and related software; this support to include handling correspondence, manuscripts, lecture notes and outlines, abstracts, committee reports and grant materials. Develops and maintains databases (e.g., reference management systems, mailing lists) using relevant software. Requires the use of independent judgment and ability to follow formatting guidelines (e.g., specific journal requirements, NIH grant formats, etc.), and prioritization of multiple tasks.2.Responsible for maintenance of Division correspondence files (hardcopy, electronic and inventory of off-site storage of same). Exercises initiative in coordinating this activity.3.Provides editorial assistant support in connection with Division Faculty service on several journal Editorial Boards. Responsible for time-sensitive preparation and communication of written reviews and maintenance of current and archival correspondence related to same. Independently responsible for tracking and coordinating review process with central journal offices.4.Primarily responsible for handling all office communications for Director, Associate Director and Division Faculty, including telephone, facsimile and E-mail transmissions. Also responsible for/supervises the transfer and distribution of mail from the NRB mailroom. Greets and directs visitors to the Division.5.Collaborates with Sr. Administrative Assistant in Division in various projects essential to the Vascular Research Division mission, including (for example) coordinating the preparation of grant proposals, progress reports, and communications among program investigators, and exercises initiative and judgement to ensure their timely completion.6.Responsible for the maintenance of the Division library, conference room, bulletin boards.a)Coordinates all journal subscriptions for the Division library (including budgetary oversight), and oversees the display of current copies and the inventory of the reference library.b)Responsible for Division Conference Room scheduling and any related catering requirements for meetings.c)Responsible for coordinating parking for visitors in the NRB building lotd)Prepares and distributes schedules for Division conferences, special seminars, weekly Vascular Biology Seminar series, etc.e)Oversees the routine maintenance and upkeep of office equipment (computers, fax and photocopy machines) and ordering of related supplies.f)Responsible for inventory and ordering of standard office supplies for Division and selected Faculty in Division.7.Responsible for the preparation of check requests, petty cash vouchers, and purchase orders for selectin Faculty and Divisional staff.8.Maintains established department policies, procedures and objectives, including the areas of quality assurance, safety, environmental and infection control.9.Performs all other duties and responsibilities as directed.
REQUIREMENTS
College degree or equivalent with some specialization in medical terminology. Above average computer experience with specific knowledge of microsoft office: Word, Outlook email, and Excel. Ability to develop and maintain access databases. Ability to learn several hospital computer systems.Good communicational and strong interpersonal skills essential.Must be able to work with minimal supervision and exercise good independent decision making.Must possess excellent organizational skills and ability to prioritize work appropriately.Must possess excellent computer skills specifically Word documents, Grant application formats, some Powerpoint projects.Must have excellent computer literacy and facility. Must have strong word processing skills, typing approximately 60 wpm.Must have strong interpersonal skills to deal effectively with a wide variety of individuals (physicians, other health care providers, other hospital personnel, etc.)Must be able to perform all functions in the laboratory office, including typing of reports and budget reportsMust be able to handle confidential personal information with absolute discretion and good judgement.Detail oriented.Ability to perform with a high degree of accuracy.Ability to identify potential problems and independently troubleshoot problems.The hours for this position are 9am - 1pm Monday - Friday.