Senior Administrative Assistant, Better Evidence / BWH Ariadne Labs
Brigham & Women's Hospital(BWH)

Job Info

Ariadne Labs is a joint center for health systems innovation at Brigham and Women's Hospital and the Harvard T. H. Chan School of Public Health. Our goal is to drive scalable solutions for better care at critical moments in people's lives everywhere. Better care means better health outcomes, lower costs, and more actual caring. Critical means solving health systems failures that have major impact, typically touching people by the millions. Ariadne Labs currently has research programs in the areas of childbirth, surgery, and palliative care.

The vision of the Better Evidence program at Ariadne Labs is to ensure practitioners, trainees, and policy makers routinely access the best possible evidence to ensure the best possible health outcomes. Better Evidence includes Better Evidence for Providers, which is offering thousands of clinicians in resource-limited settings access to evidence-based clinical resources (EBCR) to impact care and treatment decisions. It also includes Better Evidence for Training, which is working to develop the habit of accessing the evidence among students and educators by facilitating the routine use of EBCR in medical schools in Africa. Better Evidence for Vaccine Delivery is responding to the need for evidence-based strategies for COVID-19 vaccine delivery.

In the last 10 years, the Better Evidence team has facilitated free digital tool subscriptions for more than 30,000 qualified health professionals in more than 150 countries, approximately half of whom had no prior access to online resources. Vaccine delivery work has been featured in the New York Times, Health Affairs, and other influential outlets and has been used by state and local decision makers.

The Better Evidence team includes the Director, Assistant Director, Project and Partnerships Manager, Service Delivery Specialist, Research Assistant and interns and students who are involved in various aspects of the work as well as members of the Ariadne matrix.

The Sr. Administrative Assistant performs a wide variety of administrative responsibilities to support the Director and the team. The Sr. Administrative Assistant will support the Director by processing the high volume of requests for the Director's time and attention, managing a calendar that accurately reflects the Director's priorities, and providing travel and meeting support. In addition, the Sr. Administrative Assistant will support the Better Evidence implementing team by managing email correspondence with providers and reviewing applications coming into the portal for donation eligibility. This role will gain exposure to a range of issues in health care delivery, global health and social justice.

Primary Duties and Responsibilities

  • Perform complex administrative duties under minimal supervision at the highest proficiency level in a work environment with competing priorities
  • Manage complex calendar in alignment with priorities
  • Coordinate meeting and event-related logistics including:
    • Greeting guests professionally and promptly
    • Room reservations and dial-in information
    • Complete and submit disclosures, bios, photos
    • Meeting confirmation, prep calls, and preparing agendas
    • Pre-meeting preparation and readings
    • Addressing last minute conflicts or changes adeptly
  • Travel planning (both domestic and international, once travel resumes)
  • Arrange itineraries, including travel, lodging, and meeting logistics, in coordination with outside points of contact where relevant
  • External relations
  • Maintain effective and collaborative working relationships with administration, medical staff, research departments, and other contacts as needed to carry out goals/projects
  • Exercise sound judgment in response to inquiries and seek assistance or resolve issues when appropriate
  • Financial administration
  • Manage expense reporting, academic and clinical memberships, and reimbursements for business related activities for the Director and team
  • Maintain documentation and system of record for all documents, contracts, letters, and email
  • Provide administrative and technical support as requested.
    • Support the team by troubleshooting IT-related questions including Excel and computer issues
    • Support the team with on-site meetings and special events, managing correspondence, preparing agendas, taking minutes, and other administrative tasks as requested
    • Format and edit slides, documents or letters, and other materials
  • Support Better Evidence application systems with precision and professionalism
    • Review applications in the Better Evidence portal for eligibility
    • Manage incoming email correspondence and provide professional customer service
    • Provide administrative support as needed
  • Maintain effective and collaborative working relationships with administration, staff, and others necessary to carry out the goals and projects
  • Represent Ariadne Labs professionally with staff, guests, callers, and external visitors
  • Anticipate and resolve problems, updating supervisor as needed
  • Perform other related duties and responsibilities as requested

Required Skills:
  • Familiarity with Microsoft Office Suite and Google Drive; Experience with Slack preferred
  • Proficiency with personal computers, spreadsheet, graphic, and database programs; Ability to set-up video and audio conference calls and virtual meetings
  • Travel planning (international and domestic)
  • Strong written and verbal communication skills
  • Proven project management skills
  • Ability to resolve complex situations and problem-solve tactfully and quickly
  • Ability to work independently and with a team and strong interpersonal skills
  • Ability to develop timelines and meet competing deadlines on time and with deliverables of the highest caliber
  • Positive, flexible, professional, and a can-do attitude
  • Attention to detail

  • BA/BS strongly preferred
  • 4-6 or more years of relevant experience
  • Experience working in a matrix organization/environment preferred

  • Building Partnerships
  • Persuasiveness
  • Embraces Change
  • Pursues Excellence
  • Teamwork and Collaboration
  • Organizational Awareness
  • Cultural Awareness

EEO Statement
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.

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