Beth Israel Deaconess Medical Center Administrative Assistant II - Administration in Boston, Massachusetts

Administrative Assistant II - Administration

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Job LocationBoston, Massachusetts

Req ID 21227BR

Department Description: We are looking for an Administrative Assistant to join our team to assist in the management of our research and development programs aimed at the development of a vaccine and a cure for HIV/AIDS.

The Administrative Assistant will be the organizational and technical lead of multiple complex, recurring teleconferences, lead the organization of hosted meetings and conferences, see to the specific project requirements of our various granting agencies, and assist with the upkeep of our external website. Other duties will include:

Travel management associated with Scientific Advisory Board meetings

Creation of job requisitions, disposition of CVs, and coordination of interviews for various lab openings.

Assistance in special projects

The Administrative Assistant will be the first point of contact for all of our consortium communication.

We are looking for someone tactful and diplomatic with strong interpersonal skills and a professional manner. You must have the ability to prioritize and manage multiple tasks while adhering to deadlines and exercising good judgment, while remaining focused on details.

The Center for Virology and Vaccine Research (CVVR) at Beth Israel Deaconess Medical Center aims to promote research and education activities related to virology, vaccinology, and related disciplines, including basic, translational, and clinical vaccine research. The Center consists of primary and affiliate faculty and focuses on the development of vaccines against infectious, oncologic, degenerative, and other diseases.Job Location: Boston, MAReq ID: 21227BRJob Summary: Provides secretarial and administrative support for the department. Involves extensive interaction with diverse populations including the public, visitors, patients and families, medical practitioners and medical center staff.

Essential Responsibilities:

  • Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.

  • Types and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar, punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed..

  • Schedules appointments and meetings and maintains calendars and schedules for assigned staff. Assists in preparation for conferences, seminars and other department sponsored programs or events. Receives, records and prepares related materials and performs other related duties as assigned.

  • Organizes and maintains department files, records and databases following established procedures. Enters information from source documents into databases and/or spreadsheets.

  • Prepares, routes and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays, problems and errors.

Required Qualifications:

  • High School diploma or GED required. Associate's degree preferred.

  • 1-3 years related work experience required.

  • Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

Competencies:

  • Written Communications:Ability to communicate clearly and effectively in written English with internal and external customers.

  • Oral Communications:Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

  • Knowledge:Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

  • Team Work:Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.

  • Customer Service:Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally