Provides administrative support for Neurosurgery Principal Investigator. The incumbent provides administrative support to a productive academic research program. The successful candidate will have a mature, strongly positive and helpful nature, demonstrate commitment to administrative work, and have an interest in continuous learning about biomedical research and the overall nature and function of the research program. This position will interact equally with institutional associates, Principal Investigators, Research Fellows, Technicians, Management leaders as well as external Scientific Collaborators. The workload is extremely fast-paced demanding a high level of maturity, ownership, independence, responsibility, performance, proactivity, and integrity. The day-to-day operation can be very dynamic and the ability to shift priorities is required for this position. Excellent communication, organization, prioritization, project management and teamwork are a must. High proficiency with Microsoft Office, Zoom, Microsoft Teams, PowerPoint and the ability to learn new institutional software quickly is required. Aptitude to stay focused, calm and professional in an open, multi-function office suite is important. Must be comfortable working/presenting in a virtual environment. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information. Requires highly proficient/advanced administrative skills and a minimum of 3 years of applicable work experience.

Brigham and Women's Hospital is dedicated to:

• Serving the needs of our local and global community
• Providing the highest quality health care to patients and their families
• Expanding the boundaries of medicine through research
• Educating the next generation of health care professional

Every employee plays an important role in providing a positive impact on the organization and the people we serve. Your work will be distinguished by demonstrating respect and dignity in all interactions with patients, families and colleagues, excellence in customer service and job performance.

All employees are expected to embrace this commitment and demonstrate behavioral competencies in the following areas:

People: Focus on serving the community through collaboration and respect

Self Management: Accountability, professionalism and commitment to growth and development

Organization: A commitment to quality, service and exceptional performance

Meeting these expectations is key to the success of your department and the organization.

This job description includes:

• General expectations for the position
• Addendum A - BWH Behavioral Competencies
• Addendum B - Physical/Working Conditions

• Under minimal supervision, provide direct support to PI.
• Proactively manage the calendar for the PI.
• Schedule requested recurring and one-time virtual and in-person meetings, reschedule cancelled meetings in a timely manner.
• Coordinate meetings, luncheons, lectures, conferences, etc., including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation as needed.
• Arrange for PI's domestic and international travel, including arranging air travel, accommodations, auto rental, and ground transportation reservations.
• Prepare and submit travel reimbursement expense reports for faculty and fellows for reimbursement.
• Prepare, reconcile and submit PI's non-travel expense reports for reimbursement.
• As needed, act as receptionist PI's, greet staff and visitors and notify appropriate departmental staff of guest arrival.
• Work closely with the Sr. Grants Administrator to prepare grant applications, including research descriptions, updating biosketches and other support. Will assist in coordinating the internal approval process for grant applications.
• Organize, maintain and develop office files, directories, listings (may include grants, manuscripts, reprints of journal articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the office.
• Stay familiarized with institutional and departmental policies and guidelines for research and administrative compliance.
• Process and edit dictated and hand-written correspondence, reports, reviews, references and manuscripts using MS Word, EndNote and other related software. Responsible for proper format, punctuation, grammar, spelling and verification of references and footnotes. Make editorial changes in materials, which may include rewriting.
• Organize and address routine correspondence, maintaining hard and soft files, performing literature searches, gathering incoming mail and distribute/respond as appropriate.
• General administrative duties for laboratory members will include preparing FedEx shipments, ordering supplies, maintaining computer hardware/software inventory, including purchasing upgrades for both as required.
• Performs work that is highly complex, non-repetitive and often project oriented, with the ability to problem solve and determine best course of action with little direction.
• Follow HIPAA guidelines for the management of patient privacy and confidentiality.
• Serve as back up to administrative team members, as required.
• Other duties, as assigned

• None

• Responsible for the efficient use of resources and time.

ADDENDUM - A: BWH BEHAVIORAL COMPETENCIES

1. People: Focus on serving the community through collaboration and respect

Inclusiveness

Definition: Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.

1. Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles
2. Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments
3. Be professional when approached about behaviors that might be perceived as disrespectful

Open Communication

Definition: The ability to effectively articulate and receive information in a clear, concise and timely manner.

1. Practice active listening skills
2. Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles
3. Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience
4. Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication

Building Collaborative Relationships

Definition: Identifying opportunities and taking action to build relationships between one's area and other areas, teams, departments, units, or organizations to help achieve organizational goals.

1. Take initiative to support others and build productive relationships that will lead to a cohesive workplace
2. Interact effectively with other team members, departments and customers to accomplish organizational goals

Organizational Awareness

Definition: Understand how one's own work affects the organization as a whole and demonstrate a commitment to the organizational goals.

1. Support and respect BWH's mission, vision, values and history
2. Understand and recognize how your individual role and department impacts the organization

2. Self-Management: Accountability, professionalism and commitment to growth and development

Embracing Change

Definition: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.

1. Support and positively participate in organizational and/or job specific changes
2. Initiate appropriate action when change is needed
3. Be flexible and open to new ideas
4. Adapt to shifting priorities

Learning Oriented

Definition: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of new tools and methods, rising to add value and build challenge in current assignments.

1. Demonstrate openness to learning from successes and failures
2. Recognize and participate in learning opportunities
3. Seek and share best practices

Professionalism

Definition: Practice respect for self and others; and adhere to BWH standards, policies, and procedures at all times.

1. Adhere to BWH's Code of Conduct, Guide to Ethical Standards, policies and procedures
2. Align behavior with the organizational mission and values
3. Practice respect in accordance to the BWH standards
4. Demonstrate responsibility, reliability, and trustworthiness

3. Organization: A commitment to quality, service and exceptional performance

Quality and Safety Focus

Definition: Responsible for meeting standards of performance or outcomes in a safe manner while avoiding risks.

1. Align job performance with quality and safety standards (e.g. The Joint Commission, BWH and department specific standards)
2. Adhere to established policies and procedures
3. Take action to prevent errors
4. Identify and report adverse events, errors and incidents

Efficiency and Performance Improvement

Definition: Systematic approach to improve performance by eliminating waste, non-value added activities and variability in processes.

1. Participate in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes
2. Maximize available resources to achieve performance measures; reduce waste, rework, and work-arounds consistent with one's role

Problem Solving

Definition: Able to gather appropriate data and diagnose the cause of the problem before taking action; and if necessary develop alternative courses of action.

1. Recognize actual and potential problems and take appropriate action towards a solution
2. Offer assistance, as needed, when a potential problem situation is observed
3. Use good judgment to keep manager informed of problems or issues, following department practice

Service Excellence

Definition: Focusing one's efforts towards anticipating, meeting and exceeding the expressed and unexpressed needs or expectations of internal and external customers.

1. Apply service standards consistently to present a positive image of BWH to colleagues, health providers, patients, families, and visitors:
2. Engage with positive greetings and active listening
3. Empathize by expressing understanding
4. Educate throughout the information exchange
5. Enlist thoughts and ideas from others

4. General/Administrative Support:

Information Gathering

Definition: Identify and seek information needed to clarify a situation. Ask questions to discover the facts.

1. Identify specific information needed to clarify a situation or to make a decision
2. Probe skillfully to get at the facts

Level of education required:

• Minimum of a high school diploma or GED.
• Bachelor's degree preferred

Work experience required:

• 3-5 years' experience in research and/or administrative support
• Some additional training in office systems or other post high school education preferred.
• Minimum two-year commitment preferred

Technical skills required:

• Knowledge of practice operations and standards.
• Understanding of procedures including filing, copying, scanning, printing, and faxing.
• Highly proficient in all communication skills (phone, verbal and written). Ability to handle sensitive information and situations with poise and professionalism.

Organization Skills:

• Strong organizational, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems.

System Skills:

• Advanced computer skills. Ability to use all applicable applications at highest competency level.

• Ability to problem solves and troubleshoots. Ability to analyze a situation and determine best course of action within established guidelines.
• Advanced understanding and use of medical terminology.
• Advanced comprehension of billing and fiscal information.
• 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.

Job Specific Skills and Experience

• Highly proficient in all communication skills (interpersonal, phone, verbal and written) and comfortable interacting with a diverse population. Ability to read, write and articulate in English is required. Ability to handle sensitive information and situations with poise and professionalism, using discretion as needed.
• Exceptional computer skills (including word processing, database, e-mail, internet, virtual platforms, spreadsheets) required. Good writing skills including knowledge of grammar as well as spelling and punctuation. Computer knowledge required: Windows, Networking, MS Outlook, MS Word and MS Excel, PowerPoint, Zoom, Teams, etc.
• Excellent organizational skills and the flexibility to handle multiple tasks and deadline pressures.
• High level independent judgment and problem-solving skills.
• Knowledge of Scientific Research/Medical Terminology is preferred.
• Ability to carry out responsibilities accurately and independently
• Mature and professional manner; discretion and confidentiality a must
• Ability to prioritize work and meet deadlines under pressure.

Competencies required:

• See Addendum A

ADDENDUM - B: PHYSICAL WORKING CONDITIONS

• Administrative office suite
• Designated desk/ work station
• Shared office space

Indicate requirements and frequency by placing an "X" in the appropriate box.

Work Environment:

Lifting/Carry Requirements of this job

Push/Pull Requirements of this job: