Administrative Assistant II / BWPO Radiation Oncology
Brigham & Women's Hospital(BWH)

Boston, Massachusetts


GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Administrative Assistant II will support all the administrative and academic needs of the Radiation Oncology physician group. There are currently 33 Boston-based Radiation Oncologists, and 5 Administrative Assistants to support their non-clinical activities. The Radiation Oncologists are part of the Brigham and Women's Physician Organization (BWPO). The Administrative Assistant will be responsible for handling multiple calendars and schedules, coordinating meetings and conferences, recording minutes at meetings, providing general secretarial support and office management, and working on projects defined by the Practice Administrative, Clinical Director, and/or Executive Director.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  • Manage multiple physician calendars for non-clinical scheduling.
  • Assist with travel arrangements and conference registration.
  • Provide meeting support and scheduling as needed. Includes minute-taking.
  • Assist physicians with any requested clerical duties. May include labels, faxes, typing reports or letters, formatting manuscript references, locating journal articles, assisting with manuscript submission, copying and filing.
  • Coordinate updating of physician CVs
  • Assist with physician competency tracking, physician reappointment and onboarding, as needed.
  • Order and distribute pagers, cell phones, keys, letterhead/business cards, office supplies, lab coats.
  • Coordinate (non-student) visitors to the department. Includes filing paperwork, arranging for ID badges and securing temporary computer access as needed.
  • Organize departmental conferences. Includes creating schedule, booking rooms, remote access, ordering food etc.
  • Maintain and organize the physician administrative office. Includes completing maintenance work orders and maintaining office equipment.
  • Book meeting rooms as needed for departmental meetings across the BWH/DFCI campus. Coordinate scheduling for departmental conference rooms.
  • Coordinate updates of department Web sites.
  • Assist in triaging network/desktop technology issues, prioritize and escalate problems within given guidelines, and track resolution of issues.


  • Qualifications
    QUALIFICATIONS:
  • 1-3 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
  • High School Diploma/GED required. Associate's or Bachelor's diploma preferred.


  • SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
  • Proven exemplary written and verbal skills.
  • Knowledge of Microsoft Excel, Word, PowerPoint, Share Point, Outlook preferred.
  • Attention to detail.
  • Ability to learn quickly, adapt to change, and work independently.
  • Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
  • Must possess the ability to maintain confidentiality and pay attention to detail.
  • Excellent ability to organize, prioritize and follow-through.
  • This position has a high degree of independent functionality, takes a proactive approach to managing workflow and projects and may also have project work responsibilities.
  • May be responsible for providing work direction to interns and mentor junior staff.


  • Working Conditions:
  • Works in normal office environment and hospital clinic where there are no discomforts due to extreme temperature, dust, and the like.
  • Office is based in the Longwood Medical Area and job duties involve frequent visits to multiple office locations/buildings within the area.


  • SUPERVISORY RESPONSIBILITY:

    None

    FISCAL RESPONSIBILITY:

    None

    Addendum B

    DEPARTMENT SPECIFIC DUTIES AND RESPONSIBILITIES:
  • Visa Applications - submit new and renewal applications through Partners International Office (PIPS) for all physicians, physics faculty and staff; monitor end dates.
  • Physician Credentials -- maintain/monitor physician credentials at BWH, DFCI and Children's Hospital
  • Track and ensure providers complete renewal of medical licenses, DEA, MCSR, CME, BLS/ACLS and hospital reappointments.
  • CME credits - maintain physicians' CME records; monitor department conference attendance, financial disclosure forms, announcements and submit biannual report to Harvard Medical school.
  • New physician onboarding - submit new hire information to DFCI iCIMS and DFCI Medical Staff Office as well as credentialing applications to BWH Provider Services; coordinate department orientation schedule, Epic eLearning and LROC systems training, ACLS/BLS renewal if necessary.
  • Monitor and track annual mandatory training/recertifications/treatment type specific credentialing for medical staff.
  • Harvard Medical School - submit new appointment materials; process Annual and Term reappointments; create and edit curriculum vitae as required; assist Office of Chair with promotion materials as required.
  • Fellowship programs coordination - submit yearly advertisement, collect applications, schedule interviews (ASTRO and via Zoom), assist with candidate selection process; set up quarterly evaluations via New Innovations. Submit new hire information to DFCI iCIMS and DFCI Medical Staff Office as well as credentialing applications to BWH Provider Services
  • Observer onboarding - submit onboarding materials to BWH Office for Sponsored Staff and ensure on-line orientation is completed; coordinate Epic eLearning and LROC systems training (if indicated).
  • MR Safety - coordinate department training schedule; track clinical staff training.
  • HROP Residents - submit new hire information to BWPO and DFCI; submit moonlighting application materials as needed.
  • Assist with HMS CME conferences, liaise with HMS CME personnel, etc. as needed.
  • All other duties as assigned by the Practice Administrator, Clinical Director, and/or Executive Director.
  • Cover other Administrative Assistance when needed
  • Administration Assistant Responsibilities are subject to change based on department needs


  • DEPARTMENT SPECIFIC QUALIFICATIONS:

    Technical skills required:
  • Knowledge of practice operations and standards.
  • Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.
  • Requires knowledge of Institute policies and practices and may be required to interface with senior management, cross-organizations, internal and external customers and government and community officials which require considerable tact and diplomacy.


  • EEO Statement
    Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on basis of disability.



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