Position Summary
Manages the daily administrative operations of a clinical service, medical/surgical practice or business/ management office. Maintains office record keeping systems, organizes and supervises secretarial and administrative support services as well as managing the Human Resource related issues. Prioritizes work assignments to meet department goals and deadlines. Manages administrative operations such as processing faculty/fellowship appointments and/or research lab. May assists a Chief of Service.

Key responsibilities

• Manages the secretarial, clerical and administrative support staff and services for a small department/service. Recommends implements and maintains internal office systems and procedures to promote efficient, effective support service operations, Recommends and assists in development and implementation of departmental administrative policies and procedures.
• May manage the daily administrative operations of research laboratory including: communication from division office to lab staff, management of vacation time, library/conference room, management of vital lab administrative resources.
• Acts as the primary liaison for the division regarding Human Resource policy and function. Oversees the ECF/MSS administration, interviewing, hiring, training, and orientation. Monitors annual performance appraisals, and develops and monitors merit increase plans, ensuring adherence to guidelines with Division Manager and Division Chief. Processes annual merit evaluations. Approves Payroll.
• May manage the processing of faculty and fellow hospital and medical school appointments working with appropriate departmental and hospital staff to ensure accurate and timely appointments. Acts as the primary liaison to Medical Staff Registry office, Harvard appointments liaison, and Harvard International Office. Ensures compliance with all applicable policies. Manages recruitment process including advertising.
• May provide administrative assistance to Chief of Service; managing daily administrative operations of the Chief’s office.
• May act as Chief’s primary resource for special projects as required.
• Manages the administration and maintenance of department recordkeeping systems, including highly sensitive and/or critical administrative and financial data.
• Manages subordinate staff in planning, preparation logistics, and administrative requirements for seminars, conferences and other special programs or events.
• Participates in administration of departmental fellowship and/or residency programs, training grants and related programs.
• Acts as backup and assistant to Financial Manager with regard to grant submission, and the administrative requirements of division training grant program.

Minimum qualifications

Education:

• Bachelor’s Degree required. Master’s degree in Public Health preferred.

Experience:

• 4 year’s of experience
• Experience in credentialing faculty is highly preferred
• Experience with gme is a plus
• Analytical skills to collect information from diverse sources, apply professional principles in performing various analyses, and summarize the information and data in order to solve problems.
• Communication skills in order to effectively deal with conflicts views or issues and mediate fair solutions, or well developed written skills.