EH&S Admin Specialist II - #160186

Brigham & Women's Hospital(BWH)

Date: 2 weeks ago
City: Boston, MA
Contract type: Full time

EH&S Admin Specialist II

- (3276947)

General Job Description:

Under the supervision of the Director, provides routine timekeeping, scheduling, clerical, communications and operational support for the Environmental Affairs department. Provides customer and staff support through customer reception and request triage and dispatches work tasks to appropriate team members or other departments. Monitors and maintains department communication channels to help ensure the technical, professional and management members of the team have the equipment, supplies and information necessary to support hospital safety, health and environmental compliance needs of the enterprise. Performs some technical and training tasks commensurate with experience and education as assigned by Director.

Principal Duties and Responsibilities:

  • Provides customer service in person and through other media (telephone, email, etc.). Greets visitors and triages and document service/safety requests appropriately. Facilitates interdepartmental & intradepartmental communication.
  • Maintains databases (incident response, construction safety, permit management, etc.) and logs (incident reports and other data); delivering periodic reports at defined intervals. Maintains updated communication listings (Code Amber, phones/pagers, etc.)
  • Facilitates department-specific human resource processes (Kronos payroll, evaluations, staff training certifications, leave of absences, etc.)
  • Coordinates, schedules, conducts and documents completions for N95/PAPR training program at new employee orientation, general medical education and annual clinics.
  • Participates in Code Red drills as an observer and documentarian under instruction of Coordinators and Management
  • May participate in Environment of Care rounding process in clinical and support spaces under instruction of Coordinators and Management
  • Liaises with Occupational Health, Human Resources and front-line leaders to assist EH&S specialists, coordinators and management to document and correct, safety, health and compliance issues across Brigham Health.
  • Coordinates the department compliance and event calendars
  • Assist Director and other department staff in planning, scheduling, and documenting meetings, trainings and events
  • Facilitates purchase orders, check requests, petty cash requests, invoices, engineering requests & incident reports.
  • Orders and maintains inventory of office supplies. Tracks department costs and budget lines
  • Facilitates employee, customer and vendor communication/access to managers and director
  • Manages filing system for department documents (digital/hard copy). Facilitates authorized access & maintains appropriate confidentiality
  • Types letters, reports & work schedules, faxes documents. Corrects grammar, punctuation & spelling
  • Coordinates mail pickup, sorting and delivery. Posts information on department bulletin boards as authorized
  • Assists with new hire onboarding and orientation in collaboration with department management and staff
  • Participates and supports other special projects as assigned by department management
  • Monitors and reports on department policy review status to department management
  • Drafts and produces department outreach documents in collaboration with other department staff to support various program objectives
  • Maintains department websites via Office 360, Sharepoint and other document sharing/media platforms under the supervision of department management and with assistance from hospital IS department
  • Performs internal department communications and outreach to other departments to support various program objectives under the supervision of department management
  • Performs basic data entry and management tasks to support various program objectives
  • Responsible for keeping department office(s) orderly, efficient and well maintained
  • Coordinate storage, calibration, documentation, maintenance and security of department equipment
  • Performs other similar or related duties that may be assigned or as necessary


  • Associate degree in an arts, science or business related field with 2-3 years of applicable work experience
  • Strong interpersonal skills and verbal and written communication skills
  • Strong organizational skills for document control, equipment/supply management
  • Bachelor of Arts or Science with experience in a healthcare, environmental health & safety, public health or engineering field preferred

Skills, Abilities and Competencies Required:

  • Ability to interact effectively with people individually and in small groups
  • Must handle conflict tactfully and constructively
  • Flexibility and teamwork: this department has a broad set of responsibilities requiring all technical staff to multitask and support others
  • Computer competency with general office software and apps
  • Requires proficiency in varied software applications, both generic (MS Office) and hospital-specific (PeopleSoft/Kronos, Engineering Work Orders, Fixit, RL Solutions, Vision, eMeditrack, etc.)
  • Requires physical ability to walk, stand, bend, stoop, & reach. Must be able to lift up to 20 lbs. Must be able to perform repetitive motions in the process of typing.
  • Must be able to operate office equipment; type 45 WPM

Working Conditions:

  • Work under the supervision of the department management and in collaboration with other technical staff
  • Requires interpersonal skills and judgment sufficient to triage & facilitate competing service requests in sometimes stressful conditions
  • Periodically required to work off-hours; occasionally required to respond to urgent matters with short notice on regular hours

Fiscal Responsibilities:

Accesses and tracks budget under supervision of department management but not responsible.

Primary Location MA-Boston-BWH Alumnae Hall Work Locations BWH Alumnae Hall 44 Avenue Louis Pasteur Boston 02115 Job Administrative Support Organization Brigham & Women's Hospital(BWH) Schedule Full-time Standard Hours 40 Shift Day Job Employee Status Regular Recruiting Department BWH Environmental Affairs Job Posting Feb 12, 2024

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