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Administrative Assistant I Bridges to Moms Program

2 months ago

Boston, United States Brigham & Women's Hospital(BWH) Full time
 

Job Description - Administrative Assistant I Bridges to Moms Program (3292977)

 

GENERAL SUMMARY/OVERVIEW STATEMENT

Bridges to Moms is a program within the Division of Women’s Health at Brigham and Women’s Hospital that creates and promotes health equity for vulnerable women. The focus of this program is to assist in closing care and access gaps for pregnant women who are registered as obstetrics patients with the hospital and facing housing insecurity, food insecurity, safety issues, and transportation insecurity as well as health equity and accessibility gaps. The program utilizes housing specialists, community health workers, and care coordination specialists throughout the pregnancy and post-partum period, and through the baby’s first year, to address the whole health of the women.

Bridges to Moms collaborates with other hospital departments to unify care coordination under the same trajectory. Bridges to Moms field staff also work with community agencies and government programs to ensure access to eligible programs and legal advocacy.

Women registered as OB patients at the BWH are referred to BTM from all levels of providers, including nurse midwives who work in the community health centers and have delivery privileges at the BWH. The BTM Program provides services across several levels, starting as soon as the referrals are received: 

  • Level One—services that address basic needs.
    • Based on SDOH (housing, food, safety, transportation, community resources.
    • Services provided by a bilingual community outreach team.
  • Level Two—health equity:  ensuring continuity, access towards changing the health trajectory long-term.
    • Primary care and mental health
    • Ongoing mental health support
    • Specialty care
    • Center for Child Development for specific NICU graduates
    • Transportation through public and private programs 
  • Level Three—build self-sufficiency and financial security.
    • Twice yearly events: Career Day, Day of Beauty
    • Workforce Development Training Facilitation
    • Support for “milestone events” (completion of certificate programs, course work, healthy goals)

Bridges to Moms (BTM) is seeking a 1.0 FTE Administrative Assistant (AA) to support the BTM team, including addressing the growing interest in Workforce Development Training Programs, as well as performing other general administrative duties as assigned. In 2023, interest grew in exploring a broader range of options for workforce development, in areas such as healthcare, food services, cosmetology, and child-care. A significant portion of the AA’s time will be spent assisting with this area of the BTM Program.

The social circumstances of the women who are referred to Bridges to Moms are complex and challenging:  they are housing insecure, and even after temporary placement in one location, the state may move them to another location on little notice, uprooting the families and causing disruption in any fragile support systems that the mother has put in place.  Transportation is a daily challenge, as is communications. Many of the women rely on cell phones for all contact. Broadband coverage and the ability to purchase a laptop are rare. To attend classes, the women rely on the presence of day care at the training facility if classes are required to be done on site. Most of the women experience anxiety and depression due to the multiple stressors and many feel so overwhelmed by their circumstances that they cannot figure out how to use and navigate public agencies and services without substantial support and advocacy. At least 60% of the women enrolled in Bridges to Moms speak Spanish as their primary language and about 75% of the women who are referred to Bridges to Moms have emigrated to the US from another country and are waiting for their legal status to be processed.

Bridges to Moms has learned from the past 2 years of rapid growth of the team and piloting the Workforce Development Training Program, that an Administrative Assistant is an essential part of the success of the program.

   

PRINCIPAL DUTIES AND RESPONSIBILITIES

  1. Assist with event planning, logistics, and coordination.
  2. Assist staff and student interns in trouble-shooting issues related to computers, copiers, basic A/V support, printers. This does not require high-level IT/IS knowledge, but patience and the willingness to help if problems arise.
  3. Assist the Program Manager in planning annual events.
  4. Perform other staff support services as assigned or requested.
  5. With the help of the Program Manager, create brief power-point presentations on different areas of the Bridges to Moms Program to educate the BWH and wider community about Bridges to Moms’ focus on the whole health of women.
  6. Workforce Development (WFD) Specific Administrative Tasks:
    • Coordinate and communicate with BTM CHWs and case managers to create a list of contacts for the Workforce Development Program. Contact BTM enrollees from 2022 onward to gauge, identify, and select potential eligible candidates for each of the Workforce Development Training Programs.
    • Prepare an introduction “messaging” for each of the Programs with timelines and expectations about each program.
    • Organize WFD materials for each stage of the application process and beyond.
    • Meet regularly and communicate regularly with the contact person for each of the Workforce Development Training Programs to let them know about potential candidates and ensure that all application and supporting documents are received and any problems are addressed. Find out from each program what their policies are regarding absences, early drop-out/failed completion, make-up tests, lateness, need for notes to back up absences, etc.
    • Track each enrolled candidate’s activities and ensure that you and the candidate have addressed all transportation, attendance requirements, and daycare needs ahead of time.
    • Aim for a minimum of 10 candidate graduations (collectively) over the academic year across all Workforce Development Training Programs.
    • Select one graduate from each Workforce Development Training Program who will agree to represent the success of that Program in a videotape that BTM can use for fundraising.
    • With the help of the Program Manager, prepare an Annual Report on the impact of WFD service on the women’s mental health, self-sufficiency, and any other pertinent metrics.

QUALIFICATIONS:

  1. High-School/GED or Associates’ degree in related field
  2. Bilingual English-Spanish

SKILLS:

  1. Demonstrated experience in women’s health and/or maternal and child health programs, community-based public health programs, and/or addressing health inequities through targeted SDOH interventions and health systems improvement.
  2. Demonstrated confidence in bridging the hospital and community settings, as well as demonstrated success in facilitating collaborations with diverse, multi-cultural populations;
  3. Demonstrated experience in interpersonal skills, ability to compile and organize the training materials, advocate for each program to the patients, and follow-through to make sure all steps are addressed and documented;
  4. Strong organizational skills and ability to prioritize and balance multiple tasks and agendas;
  5. Strong communications skills, including excellent grammar and writing skills, by email and phone.
  6. Candidates must be proficient in Microsoft programs, including Word, Excel and PowerPoint and have high level phone skills and professionalism.
 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.

 

: MA-Boston-BWH Boston Main Campus

: 

BWH Boston Main Campus 

75 Francis St 

 Boston 02115

: Administrative Support

: Brigham & Women's Hospital(BWH)

: Full-time

Standard Hours: 40

: Day Job

: Regular

Recruiting Department: BWH Department Of Medicine

: Jun 5, 2024