Administrative Assistant II - Infectious Disease

Brigham and Women's Hospital; Boston (MA); On-site; USD 45,000 - 60,000; Full time

Job summary

Brigham and Women's Hospital seeks an Administrative Assistant II to support clinical and operational activities within the Division of Infectious Disease. The role involves managing schedules, providing customer service, and handling administrative tasks across multiple locations. Ideal candidates will have strong organizational skills and proficiency in MS Office.

Qualifications

• Ability to manage multiple responsibilities with high responsibility levels.
• Willingness to work across multiple BWH campus locations.
• Effective interaction with diverse groups, including patients, staff, and faculty.

Responsibilities

• Act as the administrator covering the inpatient consult pager.
• Manage incoming and outgoing mail and fax communications.
• Plan and coordinate events, conferences, and meetings.

Skills

Organization

Prioritization

Communication

Attention to Detail

Education

Associate Degree or higher

Tools

MS Office Suite

Outlook

EndNote

Job description

Division of Infectious Disease Administrative Assistant II Position

The Division of Infectious Disease at Brigham & Women's Hospital (BWH), affiliated with Harvard Medical School, is seeking an Administrative Assistant II. The division comprises 55 faculty members and over 250 staff and researchers across multiple locations in Boston. It provides comprehensive clinical services for adult patients with various infectious diseases and has specialized clinics in HIV, tropical medicine, and other areas.

Position Overview: The Administrative Assistant II supports clinical, operational, and programmatic activities within the division. The role requires excellent organization, prioritization skills, and discretion in handling confidential matters.

Responsibilities:

1. Act as the administrator covering the inpatient consult pager, triaging service requests and incoming calls.
2. Manage incoming and outgoing mail and fax communications, assembling relevant information and responding proactively.
3. Assist in developing and maintaining schedules of clinical activities.
4. Plan and coordinate events, conferences, and meetings, such as the Friday AM Pathogenesis conference.
5. Provide high-level customer service to internal and external clients.
6. Support physicians and researchers with secretarial and administrative tasks.
7. Manage payroll administration, ensuring accurate timecards and follow-up on inquiries.
8. Assist with purchasing, reimbursements, and financial interactions with accounts payable.
9. Handle office supply orders and ergonomic requests.
10. Support MCP 5th-floor reception and operational requests, including building access and mail distribution.
11. Coordinate projects, organize meetings, and prepare agendas.
12. Provide cross-coverage for colleagues during absences.

Minimum Qualifications:

• Associate Degree or higher preferred.
• Ability to manage multiple responsibilities with high responsibility levels.
• Proficiency in MS Office Suite, internet research, and Outlook calendar functions.
• Familiarity with EndNote or similar programs; willingness to learn.
• Willingness to work across multiple BWH campus locations.
• Attention to detail, strong communication skills, and professional appearance.
• Effective interaction with diverse groups, including patients, staff, and faculty.

Brigham and Women's Hospital is an Equal Opportunity Employer committed to diversity and inclusion. All qualified applicants will receive consideration without regard to protected statuses. Reasonable accommodations are provided to individuals with disabilities during the application and employment process.