Senior Administrative Assistant, Radiation Oncology

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Administrative Assistant, Senior will support all the administrative and academic needs of the Division of Medical Physics and Biophysics group in the Department of Radiation Oncology. The Administrative Assistant will be responsible for handling multiple calendars and schedules, coordinating meetings and conferences, recording minutes at meetings, providing general secretarial support and office management, and working on projects defined by the Practice Manager, Practice Administrator, Administrative Director, and/or Director of Medical Physics.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Manage multiple calendars for non-clinical scheduling.

2. Assist with travel arrangements and conference registration.

3. Provide meeting support and scheduling as needed. Includes minute-taking.

4. Assist with any requested clerical duties. May include labels, faxes, typing reports or letters, formatting manuscript references, locating journal articles, assisting with manuscript submission, copying and filing.

5. Assist with competency tracking, reappointment and onboarding, as needed.

6. Order and distribute keys, letterhead/business cards, office supplies, lab coats etc.

7. Coordinate (non-student) visitors to the department. Includes filing paperwork, arranging for ID badges and securing temporary computer access as needed.

8. Organize departmental conferences. Includes creating schedule, booking rooms, remote access, ordering food etc.

9. Manage and schedule employment interviews. Includes coordinating travel and accommodations.

10. Maintain and organize the administrative office. Includes completing maintenance work orders and maintaining office equipment.

11. Book meeting rooms as needed for departmental meetings across the campus. Coordinate scheduling for departmental conference rooms.

12. Assist in triaging network/desktop technology issues, prioritize and escalate problems within given guidelines, and track resolution of issues.

Addendum B

DEPARTMENT SPECIFIC DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

1.) This is a hybrid position, expected to be onsite 2-3 days/weeks

2.) Responsible for carrying out the day to day administrative and academic responsibilities of the Director of Medical Physics and Biophysics, Department of Radiation Oncology, as well as general administrative responsibilities across the Physics Division.

3.) Assists Director of Medical Physics and Deputy Director to achieve efficient and effective office operation of the group including medical physicists, dosimetrists and residents of the Harvard Medical Physics Residency Program.

a. Coordinates meetings for Director of Medical Physics and physics staff within hospital departments as well as outside vendors and other hospital affiliations.

b. Assists Director of Medical Physics in sensitive and confidential issue

i. Maintains personnel files for all Physics Staff

ii. Assists with recommendation letter

iii. Assists individuals in preparing and submitting FMLA documentation

iv. Responsible for ensuring yearly OSHA/HIPPA training are completed, as well as BWH and DFCI Vaccination Compliance

v. FACTS access to update HMS appointment and promotion

c. Responsible for Physics payroll (UKG system)

i. Primary timekeeper point of contact for all hourly staff

ii. Prepares requests and forms when payroll adjustments are necessary

iii. Monitors weekly On Call hours for Engineers, Treatment Planning Staff and IMRT QA Duties performed on a rotating schedule for assigned staff , submitting monthly report reflecting hours and cost breakdown to Director of Radiation Oncology, Director of Physics and Finance Director

iv. Oversees payroll duties performed by Backup Timekeeper

d. Maintains financial records in conjunction with department's finance team for physics faculty and staff

i. Submits travel reimbursement and academic purchases to department's finance team

ii. Maintains individual spread sheets for all academic and discretionary accounts disbursements and prepares spreadsheet report for review as needed

iii. Monitors spending/reimbursement/purchasing from said funds in accordance with department and institutional policy

4.) Coordinates short-term visiting Research Students. Responsible for assembling On-Boarding packets and health screening for both Dana Farber and BWH for ID badges and computer access through the Office Of Sponsored Staff and Volunteers.

5.) New Physics Staff Interview Candidates or visiting Lecturers/Scientists

a. Arranges hotel accommodation

b. Interview Schedule

c. Send Evaluation Sheet to all interviewer

d. Upon hire, arranges Occupational Health Screening and Orientation, and helps with Hospital Onboarding paperwork

e. Date as well as processing any and all relocation and travel reimbursement

f. For Professional Monthly Staff -works with Director of Physics in preparing New Hire Packets for submission to the BWH ProfStaff Office

g. Prepares and Submits documentation and paperwork for ID badges requests for BWH employees at DFCI Radiation Oncology site

6.) Helps with organizing physics residents interviews (yearly, in February), and with periodic physics residency duties.

7.) Maintains effectiveness of office environment

a. Responsible for maintaining upkeep of the Medical Physics Suite Offices (submitting work orders for repairs, painting, general maintenance, air-conditioning repair), Works with BWH/DFCI telecommunications for telephone repair, upkeep and installation.

b. Maintenance and upkeep of suite office machines (fax, photocopier, coffee machine).

c. Orders office, copier and printer supplie

d. Designated point-person by DFCI for Fire Safety in the LG200 Suite

e. Arranges moves into and out of LG200 Suite - working with the IT and Telecom teams for computer hardware moves and telephone requests for line relocation.

f. Shared responsibility for managing and procurement of pagers and cell phones for members of the physics department.

g. Helps coordinate activities, such as Physics Annual Holiday and social events.

h. Responsible for flowers/baskets sent to physics employees due to illness, birth, hospitalization or any other occasion deemed appropriate as per the institutional gift policy.

8.) All other duties as assigned by the Practice Manager, Practice Administrator, Administrative Director, and/or Director of Medical Physics as needed

9.) Cover other Administrative Assistants when needed

10.) Administrative Assistant responsibilities are subject to change based on department need

DEPARTMENT SPECIFIC QUALIFICATIONS:

Technical skills required:

1. Knowledge of practice operations and standards.

2. 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.

3. Requires knowledge of Institute policies and practices and may be required to interface with senior management, cross-organizations, internal and external customers and government and community officials which require considerable tact and diplomacy.

Qualifications

QUALIFICATIONS:

1. 1-3 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
2. Associates degree required. Bachelor's diploma preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

1. Proven exemplary written and verbal skills.
2. Knowledge of Microsoft Excel, Word, PowerPoint, Share Point, Outlook preferred.
3. Attention to detail.
4. Ability to learn quickly, adapt to change, and work independently.
5. Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
6. Must possess the ability to maintain confidentiality and pay attention to detail.
7. Excellent ability to organize, prioritize and follow-through.
8. This position has a high degree of independent functionality, takes a proactive approach to managing workflow and projects and may also have project work responsibilities.
9. May be responsible for providing work direction to interns and mentor junior staff.

EEO Statement

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.