Administrative Assistant

THIS POSITION IS 100% ONSITE IN BOSTON, MA.  IF YOU ARE INTERESTED IN APPLYING, PLEASE DO SO USING THE INSTRUCTIONS PROVIDED BELOW. INDICATING AN INTEREST IN THE POSITION ON HANDSHAKE IS NOT SUFFICIENT TO HAVE YOUR RESUME REVIEWED.

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 Senior Program Manager - Education.

This position is 100% in person/onsite.  

Principle Duties and Responsibilities

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, tours, etc.), and general STRATUS email communications.
• 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.
• Maintain and update computer and staff directories as described in the STRATUS Administrative Policies and Procedures Manual.
• Support the Medical Director with scheduling and other administrative tasks, as needed.
• Assist in staff onboarding and offboarding as described in the STRATUS Administrative Policies and Procedures Manual.
• Maintain computer, laptop and printer assets as described in the STRATUS Administrative Policies and Procedures Manual.
• Maintain front desk/reception area, conference rooms and kitchen area appearance and organization, including ensuring cleanliness, supply monitoring and restocking, etc.
• Track general office supply needs, notifying the Program Coordinator when items need to be ordered.
• Assist other members of the team with general administrative duties (i.e. printing, laminating, label-making, sign creation, etc.).
• Support accreditation applications for the Society of Simulation in Healthcare (SSH) and others as necessary.
• Assist with and in-kind donation applications.
• Assist the Administrative Director in tracking Center financial expenses.
• 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 Activity Intake Forms and triage as appropriate.
• Update/track course development in Curriculum in Development Smartsheets.
• Maintain course catalog/all curriculum documentation in STRATUS shared folders, including updating calendar
  appointments with appropriate curriculum.
• Provide evaluation and participation data to instructors/faculty upon request.
• Support the Education Team Meeting, including:
  o scheduling; agenda preparation; taking, distributing and filing meeting minutes.
  o collecting, maintaining, and updating monthly educational metrics
  o managing and maintaining year-to-date educational metrics
• Participate in the implementation and maintenance of the STRATUS Moodle system, including:
  o Moodle course creation.
  o day-to-day kiosk and user profile management, including supporting learners’ system needs and troubleshooting
  associated problems.
  o reconciling attendance data as needed.
  o sending profile creation emails to course contacts one week prior to course run date.
• 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
• Provide and submit badge access request forms for Arcade access.
• Support and participate in the Simulation Review Committee.

Qualifications 

• Bachelor’s degree preferred.
• At least one year of experience working in an administrative role in a hospital setting.

Skills/Abilities/Competencies Required: 

• 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.

Applications must be submitted through MGB Taleo link.  Applications through handshake will not be reviewed.