Reporting to the Senior Administrative Director, assists with the development and management of multiple GI Division projects and may often serve as the administrative lead for projects and initiatives. Also provides research, writing, editing and administrative assistance to the offices of the Chief. He/she is responsible for meeting preparation, project tracking, document creation, and other duties to ensure the success of a project and ongoing initiatives. Duties include all GI faculty searches which includes but not limited to creating search ad and posting, working with DOM to get documents approved by the Department and HMS, responsible for HMS portal and closing out searches. The lead person for all academic promotion activities of the Division. Additional responsibilities include managing space, some financials including invoicing and contracts management, marketing, website development and updating. Currently, the Division has a staff of 67 active clinical and research faculty members, 18 clinical fellows, 15 research fellows, 13 research assistants, 14 research engineers, 11 physician assistants, 1 nurse practitioner, 1 nutritionist and 12 research trainees, in addition to numerous affiliate hospital staff, totaling more than 190 faculty and fellows and ancillary staff.

Works with divisional leadership to establish and achieve long range goals and ensures the implementation of strategic business plans that are aligned with the vision, strategic plans, and goals of the GI, DOM, and the hospital.

Develops effective, clear, and precise methods of communicating HR and faculty issues with departmental/divisional leaders, faculty, and staff on a regular basis.

Continuously assesses and improves the efficiency of systems and processes within each area of purview.

Develops and launches new strategic initiatives and serves as the administrative project leader for assigned divisional faculty and staff support initiatives. Job responsibilities include staff management, certain delegated budgetary responsibilities, and tracking metrics over time to help ensure the success of planned project outcomes.

Manage research and administrative space needs and planning for the Division. Oversee the design and allocation of space renovations for research labs, faculty offices and administrative suites. Identify and resolve facility problems, as needed. Supervise facilities management of office and laboratory space.

Responsible for the hiring, training, supervision and evaluation of the Division Chief’s administrative assistant: Administrative Assistant Senior, BWH005006, Grade 294A

Interacts extensively with Administrative Director and other staff to assess administrative and financial needs of Division. Makes recommendations for revision of policies and procedures to meet changing needs of Division. Responsible for writing and updating policies in order to ensure that cost-effective measures are implemented across the Division; responsible for writing the Division’s Annual Report; responsible marketing projects to advertise the services of the Division to other hospital divisions and departments both within and outside of the institution; identifies potential research grant opportunities for faculty members in order to further their research programs and enable investigators to become self-sustaining, thereby alleviating the total financial burden on the Division.

Reviews and approves some of the Division financial expenditures (petty cash, employee reimbursements, check requests, advanced authorizations. etc.). Completes and submits salary change forms, monthly special pays and monitors GI commitment, endowments and sundry funds.

Work with Investigators and Grant Administrators to submit required annual financial reports for all awards.

Track payments for contracts, fellowships and sponsored research agreements to ensure timely and transparent reconciliation of accounts.

Responsible for the preparation and completion of highly sensitive and confidential projects as requested by the Division Chief or Director.

Responsible for the hospital and medical school recruitment process of all new faculty members. Prepares faculty offer letters, appointment offer letters and budgetary containing confidential salary information. Responsible for preparing faculty Recruitment Budget Responsibility Matrix, which outline which departments are fiscally responsible for specific portions of a faculty members’ appointment.

Serves as the primary contact for the management of the outside contracts for of the GI Division.

Position requires knowledge of hospital credentialing policies and medical staff by-laws, as well as criteria for various academic ranks. Develops internal standard operating procedures for physician credentialing and academic promotion activities and updates these procedures as needed.

Prepares the Department of Medicine Annual Report. Maintains database of information for compilation for this report. Responsible for writing (authoring) and producing the Division’s Annual Report.

Notifies supervisors of annual performance evaluation deadlines and ensures appropriate paperwork is completed.

Authorized keygiver for MGB computer systems access for faculty, fellows, administrative staff, and research trainees.

Responsible for updating and maintaining the GI Divisional website.

Performs other duties as assigned or requested.

1. Bachelor’s degree or 5 years or more equivalent experience in a hospital setting, Bachelors Master preferred.

2. Minimum of three years of progressively responsible experience in hospital administration and management.

3. Supervisory experience preferred

4. Working knowledge of spreadsheet, database, and word processing programs, and ability to learn and apply new computer programs as necessary.

5. Requires excellent organizational skills. Must be able to work on multiple projects as well as handle routine matters simultaneously.

6. Must posses strong problem-solving skills and analytical abilities.

7. Ability to work under pressure due to busy and diverse nature of the division.

Brigham and Women’s Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, sexual orientation, gender identity, national origin, ancestry, age, veteran status, disability unrelated to job requirements, genetic information, military service, or other protected status.