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Administrative Assistant

This is a full-time, 40 hours/week onsite position.

The Administrative Assistant for the Neil and Elise Wallace STRATUS Center for Medical Simulation at Brigham and Women’s Hospital supports the day-to-day operations of the Center. STRATUS is a multidisciplinary medical simulation center located at a Harvard Medical School affiliated teaching hospital providing education, assessment and research opportunities to a wide variety of users. In this role, the Administrative Assistant reports directly to the STRATUS Center’s Assistant Director of Education.
General Center Support

  • Serve as the front desk receptionist and call receiver for the Center.
  • Support and/or manage STRATUS Center calendar meetings and calendar access (including courses, meetings, etc.), general STRATUS email communications.
  • Assist the Administrative Director in tracking Center financial expenses.
  • Support STRATUS event planning and coordination, including logistics and food ordering.
  • Maintain and update the STRATUS carousel/video monitors in the Neville House and liaise with the Main Campus team regarding updates there.
  • Support organization of office information systems, both paper-based and electronically via shared file spaces, including the collection and storage of video recording permission form.
  • Assist with and in-kind donation applications.
  • Assist in workspace set up and office equipment access.
  • Support accreditation applications for the Society of Simulation in Healthcare (SSH) and others as necessary.
  • Other duties as needed.

Education Team Support
  • Coordinate with Education Team and Operation Team members and internal/external instructors and faculty to schedule courses.
  • Monitor Intake Forms.
  • Update/track course development in Curriculum in Development Smartsheets.
  • Maintain course catalog/all curriculum documentation in STRATUS shared folders.
  • Provide evaluation and participation data to instructors/faculty upon request.
  • Support the Education Team Meeting, including:

  1. scheduling; agenda preparation; taking, distributing and filing meeting minutes
  2. collecting, maintaining and presenting monthly educational metrics
  3. managing and maintaining year-to-date educational metrics

  • Participate in the development, implementation and maintenance of the STRATUS Learning Management System (LMS), including:

  1. collecting and triaging LMS Intake Forms
  2. managing and maintaining STRATUS course catalog
  3. day-to-day kiosk and user profile management, including supporting learners’ system needs and troubleshooting associated problems
  4. reconciling attendance data as needed

  • Support the use of the Arcade’s computer-based simulators including creation, management of user accounts for this equipment and providing general orientation to new learners
  • Participate in the Simulation Review Committee.
  • Support the Curriculum in Development Committee. 
  • Bachelor’s degree preferred.
  • At least one year of experience working in an administrative role in a hospital setting.
  • Excellent customer service skills.
  • Proficiency with Microsoft office suite utilities (Outlook, Excel, PowerPoint, Word). Previous experience using Smartsheets is preferred.
  • Fastidious attention to detail.
  • Exceptional judgment and discretion in interacting with healthcare providers, senior administrators, center staff, and intra- and extramural clients.
  • Ability to manage multiple tasks independently, effectively prioritize them and meet deadlines and schedules.
  • Excellent verbal and written communication skills.
  • Ability to work independently and part of a team.
  • Exceptional problem-solving skills.