The position will provide direct administrative support to the section chief and the administrative director. They will be responsible for various aspects of operations, ensuring the Customer operates in an effective, efficient, and professional manner. Specific duties include:
Schedules appointments and meetings, takes meeting notes, and follows up on meeting-generated tasks
Responds to inquiries; triages and routes calls on behalf of the section chief and administrative director
Independently composes high level correspondence, documentation, and presentations of professional quality
Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution
Coordinates specific projects; providing leadership in project management
Acts as liaison between departments and makes independent decisions
Maintains departmental calendars and calendars for the section chief and administrative director
Organizes and coordinates departmental meetings or committees, including reserving conference rooms, setting up room equipment and procuring food and beverage if necessary
Makes registration and travel arrangements, including hotel reservations and written itineraries for all travel plans.
Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, Customer, and hospital matters
Assists with the coordination of the academic appointments and promotions process for faculty within the Section. Provides assistance completing various forms required to complete packets for submission. Ensures the process is complete and appropriate deadlines are met while keeping current on the evolving process.
May perform additional office related duties as required by the section chief and administrative director
Minimum Qualifications
Bachelor's Degree or equivalent combination of training and experience.
Minimum 3 years’ experience in medical or healthcare institutions, ideally in academic medicine.
Prior experience in the field of Bioethics highly preferable
Duties
Administrative/Data Collection
Schedule Ethics Committee events including monthly committee meetings, working groups, ethics grand rounds and ethics consultations
Manage to-do lists, projects and deliverables, ensuring constant follow up, and adaptability to evolving plans/priorities
Data collection and analysis (track consults & outcomes; draw conclusions and make recommendations for process improvement and/or learning opportunities)
Work with IT to develop automated reports when necessary
Educational Programming
Help team prepare for various departmental presentations (includes brainstorming topics, identifying key stakeholders, scheduling prep mtgs, conducting research/literature review, assisting in slide creation, tracking feedback, etc.)
Quarterly Grand Rounds, HMSCBE presentations/lectures
Ethics Consult Team: development and execution of clinical ethics training curriculum (monthly meetings)
Ethics Educational Outreach: development and execution of ongoing educational opportunities (e.g. unit based ethics rounds)
Monthly Meeting Organization
Works with Directors/co-chairs to develop monthly meeting agendas
Coordinates internal meetings, including all associated activities (booking conference rooms, preparing documents, lining up guest speakers, arranging for refreshments, managing AV requirements, taking minutes, following up on meeting-generated tasks, etc. as needed.)
Ensures that minutes and other written documents are professional and accurate
Misc Projects as needed
Participate in ethics consultations
Manage recruitment process (source resumes, arrange phone screens, coordinate in-person interviews, complete all necessary paperwork, serve as primary point of contact with candidates, etc.)
Help manage various grant/pilot projects & poster presentations
Support team whenever necessary
Seniority level
Mid-Senior level
Employment type
Contract
Job function
Administrative
Industries
Staffing and Recruiting
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