Senior Administrative Assistant, Course Coordinator, PG

The Sr. Administrative Assistant (Sr. Adm Asst) will provide administrative support to appointed Research

Faculty within the Division of General Internal Medicine and Primary Care (DGIM) as well as work with course and program directors within DGIM to perform all administrative functions necessary for the development of the Center for Artificial Intelligence and Bioinformatics in a Learning Healthcare System (CAIBILS) at MGB, the Center for Patient Safety Research and Practice in DGIM, the Program in Clinical Effectiveness (PCE), Office Practice of Primary Care Medicine (OPPCM), Introduction to Epidemiology 208 (EPI 208), and other potential divisional sponsored courses within DGIM. Sr. Adm Asst will be privy to highly confidential information. The Sr. Adm Asst must have professional standards to interact with notable officials on all levels and from all locales (regional, national, and international). Many projects are time sensitive. Responsibilities include management of division-wide ongoing administrative special projects and activities. The Sr. Adm Asst must be able to work under high-pressure, with competing deadlines. The Sr. Adm Asst must have an in-depth understanding of hospital practices and policies, display a high degree of initiative and independent judgment, and be able to continually assess and direct a wide range of administrative issues. The Sr. Adm Asst must be able to intuitively prepare and draft letters, formal presentations, forms, agendas, schedules, etc. Must be adept at both written and verbal correspondence and be able to triage multiple (often competing) requests, realizing that not all requests will be possible to accommodate. The position requires experience as an administrative professional and requires very strong communication and organizational skills to work well in an academic medical center environment.

1. MANAGING APPOINTED FACULTY's SCHEDULE: Keeps and manages a complicated schedule, triaging all meeting requests from administrators, clinical leaders at BWH, MGH, and various MGB entities. Arranges meetings to provide sufficient time between meetings to allow management of additional responsibilities as well as travel between locations. Interacts frequently with the other assistants, attends meetings, events, training sessions, information sessions, as required.

2. TRAVEL ARRANGEMENTS: Manages varied and complex travel arrangements for appointed faculty member. Works closely with organizers of trips and events as well as with travel agents. Arranges ground transportation, hotel accommodations, registrations for events, and other such activities. When faculty member travels, ensures that flights occur at preferred times, seating is accurate, and that meetings are spaced to allow a comfortable amount of travel time. This role requires a great deal of attention to detail, an ability to interact with internal and external staff at various levels, and ability to maintain a positive and calm demeanor in a hectic atmosphere. In periods where travel is not possible, arranges Zoom meetings internally and externally to ensure that meetings continue without issue.

3. CENTER FOR ARTIFICIAL INTELLIGENCE AND BIOINFORMATICS IN A LEARNING HEALTHCARE SYSTEM: Dr. Bates is co-director of CAIBILS which is a center which brings together clinicians and researchers using AI to improve care across MGB. This individual will assist with building this center, which will include interacting with researchers, educators and clinicians across the enterprise. This work will include enhancing the website, scheduling, and building content for this new center.

4. PROGRAM IN CLINICAL EFFECTIVENESS (PCE): Handles marketing needs in close collaboration with Education Program Manager. This includes updating website, information sessions, emails, social media, newsletters, and alumni network. Other duties include, but are not limited to assisting application tracking, course enrollment tracking and faculty payments. During the summer (July – mid-August) on-site course assistance is needed for various events, including Orientation, Lunches & Receptions. Acts as liaison between students, faculty, and administrators.

5. OFFICE PRACTICE OF PRIMARY CARE (OPPCM): Assists with course needs during the actual week of the course (end of March) as well as the review of presentations. Helps with creating required CME documents during busy season.

6. Introduction to Epidemiology 208 (EPI 208): Helps preparing for the summer by working with the Course Director and Education Program Manager to plan needs, review processes and invitations and invite faculty. Tracks responses and helps train summer student. Assists with on-site course needs during the summer.

7. EXPENSE REIMBURSEMENTS/PAYABLES: Handles all travel expense submissions for appointed faculty. These submissions are often quite complex, especially when multiple trips related to various entities are connected. The role requires the ability to make decisions as to which expenses would be charged to which entity in these situations. An understanding of the eExpense system at MGB is key. Additionally, the senior assistant maintains this information in the Insight system as required by OII. Prepares a master spreadsheet of all travel expenses.

8. EVENTS: Aids in the management and arrangement of all aspects of any events required by the division – including dinner meetings with external entities, meetings with candidates or new staff members, professorship celebrations, retirement celebrations, celebrations around various awards and other as needed events and celebrations. Working closely with various academic and sponsoring institutional offices and divisional faculty to plan for and administer events for courses. Aids with arranging payment of invoices. Paying invoices is often via the eCheck system.

9. MANAGING THE APPOINTED FACULTY'S E-MAIL AND MAIL: Monitors all email arriving to the appointed faculty's Outlook email, especially during times when faculty member is out of the country, away, or fully booked and unable to see emails as quickly as usual. In these circumstances, the assistant reviews all emails and flags items by level of importance and time-sensitivity. Absolute strict confidentiality is key. The assistant responds on behalf of the faculty member as necessary and offers assistance as appropriate. Takes special care in responding to any patient inquiries and emails so that all patient issues are expediently handled referring these issues as they come up to the appropriate clinician. Recognizes confidential and time-sensitive communications and appropriately relates such information. Reviews and prioritizes all incoming materials such as mail and overnight packages, journals, books, periodicals, and documents to manage volume of incoming material.

10. INTERACTING WITH VISITORS AND STAFF: Professionally interacts with all levels of officials and visitors – local, regional, national, international. Greets and welcomes guests and visitors, many of whom are here from other countries and may have custom or cultural differences. Arranges in person, Zoom, and hybrid meetings for visitors (with DGIM staff and others), as well as arranging any tours, talks, and activities for visitors and visiting scholars.

11. CV, BIOS and ARTICLES: Maintains the faculty CV, adding articles and information about speaking engagements and Principal Investigator work as needed. Maintains copies of articles written or co-written by the appointed faculty. Responds to inquiries and requests for copies of the articles. Responds to requests for bios, photographs, COI's, and other documents and materials. These requests are often time-sensitive.

12. ADMINISTRATIVE MANAGEMENT DUTIES: Serves as backup for a variety of time-sensitive and/or confidential tasks when Division Administrator and/or Program Manager are absent for extended periods. Provides basic support such as photocopying, electronic mailing, arranges document hand deliveries, prepares memos and does all faxing and scanning for the faculty member.