Join Our Team

Administrative Assistant, Primary Health Care and Safe Surgery Programs


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, palliative care, and primary health care.

The Primary Health Care (PHC) Program at Ariadne Labs is building the field of primary care research in order to develop strategies to improve health care systems around the world. Focusing our attention on the interaction between people who would like to use the system and providers of that care, we work to create clear language around what primary health care is and link it to a set of measurable outcomes and interventions. We aim to strengthen the five key functions of primary health care: first point of access, continuity, comprehensiveness, coordination, and patient-centeredness.  The PHC portfolio at Ariadne Labs consists of multiple projects, including the PHC Performance Initiative (PHCPI) project which aims to catalyze improvement in PHC in low and middle-income countries through more and better measurement, country engagement, and effective knowledge management. The PHC portfolio is expanding rapidly, with active work in multiple countries around the globe, and several new projects launching in 2018.

The Safe Surgery Program (SS) is the steward of one of Ariadne’s most broadly accepted interventions, the Surgical Safety Checklist. Beyond spreading the Safe Surgery Checklist, the Safe Surgery Program also holds a portfolio of work that includes efforts to improve the safety, accessibility, and appropriateness of surgical care around the world.  This work focuses on the entirety of the surgical continuum of care, including the decision to undergo surgery, the preparation before surgery, the conduct of the surgery itself, and recovery to optimal quality of life. The Safe Surgery team includes the Director of the Safe Surgery Program, the Senior Program Manager for Safe Surgery, 4 part-time faculty members, 2 – 3 surgery fellows, and 2 additional project managers.  

The Administrative Assistant will be a member of the Ariadne Labs’ PHC (50%) and Safe Surgery (50%) teams, which includes physicians, researchers, and project managers.  The Administrative Assistant will be supervised by the Senior Project Manager, but will work closely with others on the team. The Administrative Assistant will be assigned to support specific projects within the SS and PHC portfolios, and will perform and coordinate a range of program support activities and tasks as well as general support to the SS and PHC teams

Our Values

Our core values are:

  • Respect for the Ariadne Labs mission, our community, each other, and ourselves;
  • Stewardship of our work and resources;
  • Pursuit of excellence, with a focus on continual improvement;
  • A belief in a collaborative, multidisciplinary approach to our work;
  • A commitment to meaningful diversity and inclusion in our work and in the Ariadne Labs community.

Characteristics of people who thrive at Ariadne are:

  • humility about the limits of one’s own expertise and experience
  • intellectual curiosity
  • agility
  • self-discipline
  • attention to detail
  • willingness to roll up sleeves to get the job done

Primary Duties and Responsibilities

  • Perform administrative duties under minimal supervision at a high proficiency level
  • Manage the SS Program Director’s calendar and speaking requests
  • Manage the Primary Health Care Director’s calendar and speaking requests
  • Manage the schedule of the PHC program team by booking internal and external meetings, and ensuring regular meetings are accurately reflected on the calendar
  • Provide administrative support for meetings and conference calls, including scheduling, drafting/preparing agendas, emails and meeting materials, and taking meeting minutes; Format and edit slides, documents, and other materials
  • Assist with the planning of large meetings including coordinating with hotels, venues, catering, and booking and coordinating travel for guests and team members and preparing meeting materials
  • Coordinate travel logistics for team members and external partners (as needed). Logistics includes, but is not limited to, arranging flights, hotels, meetings, and visas. Serves as principal internal and external administrative contact for stakeholders.
  • Prepare expense reports and work with grants management to ensure expenses are reimbursed in a timely manner compliant with organization and donor requirements.
  • Maintain contact information for a large network of external collaborators, partners, and project stakeholders
  • Assist with the development and maintenance of program and project materials, including data collection tools, project management tracking systems, Gantt charts, knowledge management databases, and presentations
  • Create and maintain tracking systems for a number of program needs including, but not limited to: publications; relationship management; ethics requirements; research tools and documentation
  • Create and maintain filing systems, including version control and organization of program knowledge management system
  • Provide other support to PHC and SS projects as identified

Required Skills

  • Experience with or willingness to learn Google business products (Drive, Docs, Sheets, Calendar) and Microsoft Office Suite
  • Ability to set-up video and audio conference calls and virtual meetings
  • Experience with complex calendar management
  • Ability to independently manage travel planning (international and domestic) for both individuals and teams
  • Experience processing expense reports, particularly for international travel
  • Ability to self-direct work and resolve complex situations tactfully and quickly
  • Ability to work independently and utilizes strong interpersonal skills to problem-solve complex issues
  • Ability to develop timelines and meet competing deadlines on time and with high caliber deliverables
  • Strong written and verbal communication skills
  • Positive, flexible, professional, and a can-do attitude

Qualifications

  • BA/BS  degree preferred
  • 3+ years of related work experience; a combination of education and experience may be considered   
  • Experience working in a matrix organization/environment preferred
  • Experience with office administration and proven customer service skills and interest
  • Demonstrated interest in healthcare, public health, or quality improvement a plus

For more information or to apply please click here.