ADMIN SECRETARY II BWH Genetics

Brigham and Women’s Hospital, located in the heart of Boston, and is internationally known for cutting-edge technology and world-class innovation, focusing on patient centered care. Brigham and Women's Hospital is consistently rated as one of the top ten hospitals in America by US News and World Report.



 

GENERAL SUMMARY/OVERVIEW STATEMENT:



 

Under minimal supervision of Division Chief / Principal Investigator and Division Coordinator, the Administrative Assistant provides office management and administrative support to the Chief of the Division of Genetics and his Division Coordinator.

 

PRINCIPAL DUTIES AND RESPONSIBILITIES:



 

1. Responsible for general lab administrative assistance.  Maintain division lab inventories and place orders on a daily basis.  Receive equipment, laboratory and general supplies for the labs and division and coordinate distribution to the appropriate area.  Organize inventory system for division group purchases and track usage, reporting information on a regular basis to the financial manager.  Troubleshoot any problems in the ordering system, `Ebuy¿ and correct them to ensure proper delivery and accounting of grant expenditures.

2. Assist laboratories with general equipment maintenance. Possess a strong understanding of work at the bench and is able to troubleshoot equipment repair as well as preventative maintenance.

3. Assist Division Manager with daily operations of the laboratories including such things as organizing logistics and schedule for Genetics Division floor meetings, conducting basic library research, scheduling of Environmental Health and Safety training, etc.

4. Maintain files for special projects focused on presenting lab data which involves locating and retrieving articles, creating figures and charts using graphics software and delivering all necessary material for specific meetings. 

5. On a daily basis in the absence of the Chief and Division Coordinator, facilitate the smooth operation of the office and labs, requiring detailed knowledge of the Division¿s policies and procedures.  Take initiative to follow up on matters as required.  Bring to the Division Manager¿s attention matters that require his/her review and/or action.  Keep the Manager apprized of staff issues and problems.  Regularly handle confidential information.

6. Receive visitors, telephone calls and correspondence from a wide variety of departmental staff, divisional staff, other faculty members and academic and political leaders and follows up as necessary.  Resolve matters and responds to problems and complaints.

7. Perform routine administrative and professional tasks including developing and maintaining familiarity with computer systems with respect to word processing, database and spreadsheet applications.  Produce complex documents and reports in a timely fashion utilizing various computer software.

 

8. Prepare travel arrangements for PIs needing to make reservations for travel related to conference attendance and seminars.

9. Supply administrative assistance for all Division PIs when necessary including such things as creation of meeting schedules for visiting scientists, flyers for promotional purposes, etc.

10. Perform all other duties and assignments as requested.

 

 

QUALIFICATIONS

 

Undergraduate degree required. Bachelor of Science in Biology, Biochemistry or Molecular Biology preferred.  1-2 years of previous experience required.

 

 

SKILLS AND ABILITIES REQUIRED

 Excellent interpersonal skills are necessary to communicate and interact effectively with individuals from various fields of expertise and various levels of experiences, as well as with other administrative and technical staff.

 The ability to focus on work while providing direct and complete support for an extremely busy Division Chief with a heavy schedule of research, teaching, travel, speaking engagements, and conferences.

 Position requires excellent organizational skills in order to formulate, implement, and monitor a number of interrelated tasks.

 Must have good manual dexterity.  Must demonstrate careful attention to detail. Must be able to maintain a neat and orderly working environment.

 The ability to work with minimal supervision, display sound independent judgment, accept responsibility for designated assignments, and meet deadlines efficiently.

 High-degree of independence, initiative, and problem-solving ability.

 High degree of computer literacy

 Sound analytical and meticulous organizational skills

 Requires good oral and written communication skills

 Must be able to logically and effectively structure tasks and set priorities

 Ability to identify potential problems and trouble-shoot solutions

 Demonstrated ability to analyze data statistically and logically present it.

 Must have a broad knowledge of scientific principals, biological structures, and laboratory techniques.

 Must have sound interpersonal skills, team leadership skills, and the ability to supervise others.

 

 

 

 

WORKING CONDITIONS:

 

The work takes place in a busy academic/research office setting, and the individual serves as direct support for the Division Chief, and the Division Manager and the Division members.

 

 

 

Brigham and Women’s Hospital is an EEO, AA and VEVRAA employer.

 

 

 

To learn more about BWH, please apply online or contact Jason Kennedy at jkennedy8@partners.org