Administrative Assistant I

Mass General Brigham•Boston, MA

2d•$18 - $24•Onsite

About The Position

The Administrative Assistant supports the day-to-day operations of the Neil and Elise Wallace STRATUS Center for Medical Simulation at Brigham and Women’s Hospital. STRATUS is a multidisciplinary medical simulation center at a Harvard Medical School-affiliated teaching hospital that provides education, assessment, and research opportunities to a wide variety of users. The role provides general administrative and customer-service support, helps coordinate education activities, and assists with the Center’s systems, records, facilities, and committees. The position reports directly to the STRATUS Center’s Senior Program Manager - Education.

Responsibilities

Serve as the Center’s front desk contact and call receiver, providing excellent customer service.
Support or manage STRATUS Center calendar meetings and calendar access for courses, meetings, tours, and other activities, and support general email communications.
Organize office information systems, including paper and electronic shared-file records, and collect and store video recording permission forms.
Maintain and update computer and staff directories according to the STRATUS Administrative Policies and Procedures Manual.
Support the Medical Director with scheduling and other administrative tasks as needed.
Assist with staff onboarding and offboarding according to the STRATUS Administrative Policies and Procedures Manual.
Maintain computer, laptop, and printer assets according to the STRATUS Administrative Policies and Procedures Manual.
Maintain the appearance and organization of the front desk, reception area, conference rooms, and kitchen, including cleanliness and monitoring and restocking supplies.
Track general office supply needs and notify the Program Coordinator when items need to be ordered.
Assist team members with general administrative duties such as printing, laminating, label-making, and sign creation.
Support accreditation applications for the Society of Simulation in Healthcare (SSH) and other organizations as needed.
Assist with receiving donations.
Assist the Administrative Director in tracking Center financial expenses.
Coordinate course scheduling with Education Team and Operation Team members and internal and external instructors and faculty.
Monitor Activity Intake Forms and triage them as appropriate.
Update and track course development in Curriculum in Development Smartsheet.
Maintain course catalog and curriculum documentation in STRATUS shared folders, including updating calendar appointments with the appropriate curriculum.
Provide evaluation and participation data to instructors and faculty upon request.
Support Education Team meetings by scheduling, preparing agendas, taking and distributing minutes, and filing meeting records.
Collect, maintain, and update monthly educational metrics and manage year-to-date educational metrics.
Participate in implementation and maintenance of the STRATUS Moodle system, including creating Moodle courses.
Manage day-to-day kiosk and user profiles, support learners’ system needs, troubleshoot associated problems, and reconcile attendance data as needed.
Send profile creation emails to course contacts one week before course dates.
Support use of the Arcade’s computer-based simulators, including creating and managing user accounts 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 and support the Curriculum in Development Committee.
Perform other duties as needed.