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administrative assistant ii
4 weeks ago
GENERAL SUMMARY/OVERVIEW
Under general supervision of the Director, coordinates all operational and administrative aspects of the Police, Security & Parking office. Serves as the assistant to the Director, Operations Manager, and Security/Parking Management team.
PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Responsible for typing, proofreading and editing of all correspondence from the Director and Security/Parking Management.
2. Incorporate data from existing sources into spreadsheets and databases in an organized and presentable format. Prepare weekly/monthly/annual reports for various activities of the department.
3. Answer telephone calls, assist callers, take accurate and detailed messages or refer them to the appropriate person where necessary.
4. Maintain all departmental purchasing information. This includes entering data into Peoplesoft, dealing with vendors and proper recordkeeping.
5. Interact with all customers of the office who are seeking Parking or Security services.
6. Schedule and coordinate all meetings for the department. Prepare all travel arrangements for off-site meetings or lectures, including transportation and hotel and expenditures.
7. Maintain accurate inventory of all office supplies and equipment; order where necessary. This includes processing of required paperwork, i.e.; Purchase orders, check requests and packing slips.
8. Establish and maintain office systems (i.e. filing systems) and procedures for smooth function of workflow.
9. Review all incoming mail directed to the office. Answer or direct, where appropriate, to the proper person.
10. Acts as back up for the Transportation Coordinator when that employee is not available. This includes providing parking information, registering authorized parkers and collecting/recording cash payments.
11. Acts as back up for the Photo ID operator when that employee is not available. This consists of using computerized equipment to manufacture photographic identification badges.
12. Acts as liaison with outside vendors and maintains database for Security equipment lock down program.
13. Coordinates all aspects of the departmental payroll. This includes entering data into Kronos, maintaining files of time worked and tracking vacation time/time off.
14. Perform general clerical duties, including but not limited to photocopying, faxing and filing.
15. Perform all other duties as required.
QUALIFICATIONS
High School Diploma
Formal Secretarial training:
-Associates degree, Secretarial Science or equivalent
-Secretarial certificate
Two to five years of secretarial experience
SKILLS AND ABILITIES REQUIRED
Typing 55 to 65 WPM required.
Word Processing skills required (Microsoft Word).
Knowledge of Database systems a plus (Microsoft Access).
Good command of the English language.
The ability to work independently.
The ability to prioritize work and budget time.
The ability to handle periods of stress and agitated customers.
The ability to maintain a high level of confidentiality concerning office matters.
SUPERVISORY RESPONSIBILITY
None.
WORKING CONDITIONS
Normal office conditions.
Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on the basis of disability.
: MA-Boston-BWH Longwood Medical Area
:
BWH Longwood Medical Area
75 Francis Street
Boston 02115
: Administrative Support
: Brigham & Women's Hospital(BWH)
: Full-time
Standard Hours: 40
: Day Job
Posted Shift Description: Mon-Fri 8-4:30
: Regular
Recruiting Department: BWH Parking/Security
: May 29, 2024
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