Office Services Tech / 40 Hours / Day / Office Services
Brigham & Women's Hospital(BWH)

Boston, Massachusetts


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 all services (audiovisual services, conference room functions, mailroom operations) offered to the Brigham and Women's Hospital community.

This is a professional job requiring extensive computer experience and the ability to run high profile events for medical/administrative staff. Incumbent must be able to perform other Office Services functions as needed and on a daily basis, such as mail distribution, courier duties, handling UPS and FEDEX, offsite mailroom maintenance (221 and 10 Vining/850 Boylston), purchasing and other Office Services functions.

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: In order of importance, list essential 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.

  • Sets up and operates audiovisual equipment (flat-screens, podiums, microphones, etc.) throughout the hospital. This includes delivering specifically requested equipment to various areas around the hospital at precise times. Incumbent is also responsible for setting up of AV equipment for some larger off-site events, working in teams. 15%


  • Operates the AV booth in the Bornstein Amphitheater, Zinner Conference Center, Hale Conference Center, etc., for physician rounds, department head meetings and any other presentations in various conference rooms/public spaces. Operates equipment in booths to videotapes events, provides overflow for various meetings, provides computer overhead projection, slide and video projection and audio equipment. Assists professional community with their presentations, helping set up and organize for rounds/meetings 15%


  • Maintains all equipment and provides Manager with inventory needs, such as bulbs for projectors as well as maintaining all systems, microphones etc in booths as well as other locations where AV equipment is used. 3%


  • Provides video-taping and editing for rounds, meetings, presentations. 20%


  • Provides webcasting services within the hospital. 20%


  • Assist with onsite/emergent needs for secure paper document disposal-works with current vendor (Stericycle/Shred-It) to provide gaps in this service. 2%


  • Provide onsite customer support for secure media disposal-host and maintain the container provided by current vendor (Environmental Integrity) for HIPAA-required media destruction. 2%


  • Provide onsite atrium furniture moving services for hospital sponsored events (saving +$50k annually otherwise spent on contracted moving companies). 5%


  • Ability to take 360 degree pictures and create virtual tours of conference rooms, centers, and office environments and to generate online links of such spaces. 2%


  • Troubleshoot and maintain public-facing digital signage program (Tightrope Media Services / Carousel players); working with Strategic Communications and Partners IS to triage new requests. 2%


  • Providing Leadership meetings microphone running/support (for high-profile meetings: Brigham Management Group, Town Meeting, President's Leadership Forum, Leadership Council). 2%


  • Small office moves/re-locations of individuals at the request of Real Estate and only if scope is reviewed and approved by Office Services Manager; projects can be completed off-hours depending on other competing duties and whether there is a paying sundry/grant # for the work; projects can be completed within shift hours if related to core hospital business needs and/or Office Services Manager approves. 2%


  • Assist as needed for BH-wide "Print Optimization" effort, providing site-surveys of departmental/admin spaces, in conjunction with Real Estate, Partners IS (techs and project teams), and vendor (Ricoh) to optimize print work environments; and to manage and maintain optimized work environments, directing and providing triage and guidance as needed for new requests and escalating appropriately exception request. Acting as a approver in a chain within the purchasing/requisition framework for new requests. Also serving as asset manager for cell phones and computer peripheral requests, working directly with Partners IS to maintain active asset management and databases. 5%


  • Other duties/responsibilities as assigned by OS Manager and/or by other members of senior staffing as delegated by Manager. 5%


  • SKILLS/ABILITIES/COMPETENCIES REQUIRED: Must be realistic, objective, measurable and related to essential functions of this job.

    • Basic AV knowledge and computer skills
    • Ability to troubleshoot problems during presentations
    • Experience in software, including MS Office Products/Adobe software
    • Ability to perform video-editing after videotaping to complete and post to Shared Drives and/or convert to digital formats, links.
    • Must be able to prioritize workload
    • Must present in a very professional manner, including behavior, communication and appearance
    • Ability and willingness to handle any functions of Office Services assigned by Manager. These functions are 10 + % of this position.

    LICENSES, CERTIFICATIONS, and/or REGISTRATIONS (if applicable): Specify minimum credentials and clearly indicate if required or preferred.

    • Must have technical knowledge of audiovisual equipment and computer programs,
    • Must have MS Office as well as some editing software experience
    • Must have videotaping/editing skills and ability to provide links, data discs and other file formats.
    • Must have skills in all areas of Office Services, such as FEDX, UPS, mail handling, deliveries outgoing mail, Using Pitney Bowes equipment, Resource Scheduler for conference rooms, obtaining quotes for equipment and other OS skills.
    • Ability to interact with all levels of hospital administration/professional staff to provide excellent service as is expected from BWH Office Services.


    Qualifications
    LICENSES, CERTIFICATIONS, and/or REGISTRATIONS (if applicable): Specify minimum credentials and clearly indicate if required or preferred.

    • Must have technical knowledge of audiovisual equipment and computer programs,
    • Must have MS Office as well as some editing software experience
    • Must have videotaping/editing skills and ability to provide links, data discs and other file formats.
    • Must have skills in all areas of Office Services, such as FEDX, UPS, mail handling, deliveries outgoing mail, Using Pitney Bowes equipment, Resource Scheduler for conference rooms, obtaining quotes for equipment and other OS skills.
    • Ability to interact with all levels of hospital administration/professional staff to provide excellent service as is expected from BWH Office Services.

    EDUCATION: Check boxes that best describe the minimum and preferred education requirements.

    Minimum Required:

    High school diploma or GED

    Certificate

    Some college or Associate's Degree

    Bachelor's Degree

    Master's Degree

    Doctoral Degree

    None required

    Preferred:

    High school diploma or GED

    Certificate

    Some college or Associate's Degree

    Bachelor's Degree

    Master's Degree

    Doctoral Degree

    EEO Statement
    Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.



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