Office Services Coordinator
Brigham & Women's Hospital(BWH)

Job Info

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GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.

Under the supervision of Brigham and Women's Hospital Office Services Manager, performs and has proficiency in all functions offered by the department of Office Services to the Brigham and Women's Hospital community. In addition to all Audiovisual, Mail Services and Conference Room Coordination duties, must assist Manager with high-level departmental operations, such as supply ordering, fiscal-year budget preparation, requesting and reviewing vendor quotes, purchase order tracking, e-check submission, and reporting using many Partners Applications: Kronos, PeopleSoft, Ergonomics, Hyperion and Vision.

Assists in preparing, coordinating, and assuring that employees complete their daily assignments thus helping to ensure that the day-to-day operations run smoothly. Prepares monthly time schedules after the Manager/Supervisor approves any requested time off, and readjusts the daily assignment as needed. Documents in writing any observed issues with employees and sends to Manager via email on a regular and on-demand basis.

Oversees all video streaming projects such as webcasts, press conferences, multimedia programs with slide synchronization; manages streaming video hosting and client accounts, troubleshooting development and production application programs and providing technical and production support as needed. Serves as an internal consultant to enable access to multimedia technologies to improve employee and organizational performance, education, training, research and public outreach programs.

This is a professional job requiring extensive computer experience and the ability to run high profile events for medical/administrative staff. This position is relied upon as a source of innovation for the department.

Representing the cultural values, purpose and mission of Brigham & Women's Hospital, performs all duties showing caring, inclusivity, effective communication, and working with team-members within and across the organization to be stronger together.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

1. Incumbent must have the skills and maintain the responsibilities of all Office Services Technician, Level 1, 2 and 3 Technician.

2. Prepares and coordinates the daily assignments of various areas of BWH Office Services. Reports employee and operational issues to Manager on a daily basis via email documentation. Acts as resource in Mailroom to handle customers as needed. Should maintain complete working knowledge of all aspect of Mail Services. Maintains customer service and escalates problems to management when appropriate via email documentation. Serves as mentor/trainer to all staff.

3. Oversees the scheduling of video-editing and documents any issues via email to Manager. Schedules techs for events, assists management in deciding OT assignments, makes scheduling suggestions in order to utilize less OT (such as staggered schedules, punching in and out to pick up vehicles for later events, planning work assignments between end of shift and start of OT events.) Trains employees on all aspects of webcasting and various formats and styles of formats.to clients as needed. Covers scheduling of conference rooms in absence of any staff and for high-level scheduling of events. Schedules space for MM Admin as needed.

4. Coordinates with customers for events and project assignments. Coordinates projects with the technicians and assigning new projects, including video, streaming, equipment moves, office rooms. Coordinates Zoom events and meetings as necessary. Including camera and audio production level coordination with outside contract and departments like development. Following up with users of EMS to make sure locations like Zinner and Wolf conference room need AV support for upcoming events.

5. Works with management to coordinate with vendors the maintenance and repairs of all Office Services equipment throughout the institution, including equipment in all public conference rooms. Makes suggestions re: upgrades needed for equipment.

6. Assist in coordination of and setting up and putting away Cots during emergent needs.

7. Assists in coordination of and setting up of tables/chairs in conference rooms, mezzanine/open lobby areas and atriums for special events.

8. Train techs in all aspects of Office Services making sure they are following policy.

9. Assists management in preparing monthly time schedules for staff after management has approved days off, appointments and vacations.

10. Other duties/responsibilities as assigned by Office Services Manager.

Qualifications
BS/BA preferred. Previous experience in all aspects of Office Services in a prerequisite. Excellent employee relations skills and positive attitude. Serves as role model to all staff, in terms of professional behavior and appearance, reminding all staff on a daily basis that this is a place of business and staff should act accordingly.

EEO Statement
BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

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