GENERAL SUMMARY/ OVERVIEW STATEMENT:
The Center for Advanced Molecular Diagnostics consists of the Clinical Cytogenetics and Molecular Diagnostics Laboratories. The Cytogenetics and Molecular Diagnostics Laboratories handle all cytogenetics and molecular diagnostic specimens from the Brigham and Women's Hospital, Massachusetts General Hospital, Dana-Farber Cancer Institute, as well as specimens from many community practitioners.

The Administrative Assistant II supports two BWPO Faculty (Medical Director, Cytogenetics; Medical Director, Molecular Diagnostics) as well as the CAMD Administrative Director.

JOB SPECIFIC DUTIES AND RESPONSIBILITIES:

1. Maintain Outlook schedules for the Director of Molecular Diagnostics, Director of Clinical Cytogenetics and the CAMD Administrative Director
2. Coordinate and manage Clinical Cytogenetics and Molecular Diagnostics senior staff sign-out and on-call schedules
3. Schedule weekly and monthly Clinical Cytogenetics staff meetings for faculty and technologists
4. Schedule speakers for weekly Clinical Pathology (CP) and weekly Center for Advanced Molecular Diagnostics (CAMD) meetings
5. Organize and manage annual rotation schedule for fellows, residents and medical students for Clinical Cytogenetics
6. Draft correspondence, including e-mails and letters for Directors to sign
7. Manage expense reports and reimbursements
8. Assist CAMD Accessioning Team to retrieve materials from laboratory internal to BWH Pathology, file slides and transcribe patient reports
9. Act as CAMD front end contact including answering and directing phone requests to the appropriate person(s)
10. Interact with BWH Pathology Research Administration to help with any grants or sundry funds that belong to Director of Molecular Diagnostics or Director of Clinical Cytogenetics
11. Work with Partners Institutional Review Board (IRB) and Partners Clinical Research Office when needed to prepare necessary documentation for clinical trials including maintaining active IRB protocols
12. Handle ad-hoc administrative requests by (CAMD) faculty and laboratory staff

Level of education required:

Minimum of a high school diploma or GED.

Work experience required:

Minimum two years applicable work experience required.

Some additional training in office systems or other post high school education preferred.

• Knowledge of practice operations and standards.
• Understanding of procedures including filing, copying, scanning, printing, and faxing.
• Phone skills: Ability to use phone system (answer and screen calls, put on hold), handle more complex calls and give more detailed information.
• Verbal skills: Ability to interpret information as appropriate, answer more complex questions in the most professional manner and communicate in a professional, courteous, clear and concise manner.
• Organization Skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively, follow established protocols, and work within systems.
• Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note) and to take complete and accurate messages. May respond directly on behalf of manager/provider without direction or instruction.
• System Skills: Ability to type and enter data effectively and at a more advanced level.Intermediate level computer skills including the ability to use word processing, spreadsheet, database and presentation applications.
• Intermediate understanding and use of medical terminology.
• Intermediate 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.

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.