Administrative Assistant

This position is 100% onsite in Boston, MA.

GENERAL SUMMARY/ OVERVIEW STATEMENT: 

The Administrative Assistant for the Neil and Elise Wallace STRATUS Center for Medical Simulation at Brigham and Women’s Hospital supports the day-to-day operations of the Center. STRATUS is a multidisciplinary medical simulation center located at a Harvard Medical School affiliated teaching hospital, providing education, assessment, and research opportunities to a wide variety of users. In this role, the Administrative Assistant reports directly to the STRATUS Center’s Senior Program Manager - Education.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

General Center Support

• Serve as the front desk receptionist and call receiver for the Center.
• Support and/or manage STRATUS Center calendar meetings and calendar access (including courses, meetings, tours, etc.), and general STRATUS email communications.
• Support organization of office information systems, both paper-based and electronically via shared file spaces, including the collection and storage of video recording permission form.
• Maintain and update computer and staff directories as described in the STRATUS Administrative Policies and Procedures Manual.
• Support the Medical Director with scheduling and other administrative tasks, as needed.
• Assist in staff onboarding and offboarding as described in the STRATUS Administrative Policies and Procedures Manual.
• Maintain computer, laptop and printer assets as described in the STRATUS Administrative Policies and Procedures Manual.
• Maintain front desk/reception area, conference rooms and kitchen area appearance and organization, including ensuring cleanliness, supply monitoring and restocking, etc.
• Track general office supply needs, notifying the Program Coordinator when items need to be ordered.
• Assist other members of the team with general administrative duties (i.e. printing, laminating, label-making, sign creation, etc.).
• Support accreditation applications for the Society of Simulation in Healthcare (SSH) and others as necessary.
• Assist with receiving donations.
• Assist the Administrative Director in tracking Center financial expenses.
• Other duties as needed.

Education Team Support 

• Coordinate with Education Team and Operation Team members and internal/external instructors and faculty to schedule courses.
• Monitor Activity Intake Forms and triage as appropriate.
• Update/track course development in Curriculum in Development Smartsheet.
• Maintain course catalog/all curriculum documentation in STRATUS shared folders, including updating calendar appointments with appropriate curriculum.
• Provide evaluation and participation data to instructors/faculty upon request.
• Support the Education Team Meeting, including:
  • scheduling; agenda preparation; taking, distributing and filing meeting minutes.
  • collecting, maintaining, and updating monthly educational metrics
  • managing and maintaining year-to-date educational metrics
• Participate in the implementation and maintenance of the STRATUS Moodle system, including:
  • Moodle course creation.
  • day-to-day kiosk and user profile management, including supporting learners’ system needs and troubleshooting associated problems. 
  • reconciling attendance data as needed.
  • sending profile creation emails to course contacts one week prior to course run date.
• Support the use of the Arcade’s computer-based simulators including creation, management of user accounts for this equipment and providing general orientation to new learners. Provide and submit badge access request forms for Arcade access.
• Support and participate in the Simulation Review Committee.
• Support the Curriculum in Development Committee.