Administrative Assistant II - Infectious Disease

Administrative support for Division of Infectious Diseases:

• Acts as the administrator cover the inpatient consult pager - triaging all in-patient consult service requests and triaging all incoming daytime calls.
• Reviews all incoming and outgoing mail/fax, assembling pertinent information and data prior to submission and answers the remainder on his/her own initiative.
• Assists in developing and maintaining yearly and monthly schedules of clinical activities (i.e. consult schedule)
• Responsible for planning and coordinating various events, conferences and meeting, both internally and externally (i.e. coordination of Friday AM Pathogenesis conference).
• Support and interacts with internal and external clients with high level of customer service.
• Assist physicians and researchers with all secretarial aspects of clinical and administrative work.
• Acts as the division's payroll administrator, ensuring timecards are accurate and following up on timekeeping inquiries.
• Assists with purchase orders, employee reimbursements, process e-checks for stipends and financial interactions with accounts payable.
• Process Ergonomics and office supply orders
• Share MCP 5th floor reception support with Network Medicine Division.
• Handle daily operational requests for MCP Building & staff on location, including:

• Maintain MCP directory
• Work orders and building requests
• Building access control for ID division visitors
• Mail and package distribution and coordination.
• Scheduling 5th floor conference room for the division
• Provide partial reception support to MCP 5th Floor
• Work with Division Administrator and Senior Finance Manager to support MCP site Safety & DEA measures.
• Enter orders for general office supplies.

• Work on projects; coordinate work; take initiative using all available resources; follow through on issues when needed; apply knowledge as appropriate with little direction from Supervisor (i.e. vent planning, office renovations/changes, and faculty & staff visits.)
• Organize, plan, and schedule monthly meetings with senior staff, and other meetings as needed. Responsible for preparing meeting agendas.
• Performs other duties as assigned.
• Provides cross coverage for vacations and absences of co-workers.

• Associate Degree or higher-level education preferred.
• Must be capable of functioning at a high level of responsibility and multi-tasking.
• Proficiency in MS Office Suite particularly Word, Excel and PowerPoint, internet, and literature searches; MS Outlook calendar functions.
• Familiarity with EndNote or Reference Manager, or similar program, willingness to learn and gain proficiency, if unfamiliar at present.
• Willingness to work between three office locations as needed across BWH Campus: at Main Campus, Cambridge,
• Meticulous attention to detail in assignments, strong interpersonal and verbal and written communication skills is required.
• Professional appearance and work habits. The ability to interact and perform professionally with a variety of personalities.
• Ability to communicate effectively with a socially diverse group of people, including patients, physicians, administration, professors, and other staff.
• Must be very organized, self-motivated, and neat.