Executive Assistant

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Receiving general direction from the Chief of Vascular Surgery and MGB Clinical Service Director. The Executive Assistant provides administrative support to the Chief as well as coordination of his office and Division functions. Works closely with the Chief of Vascular Surgery in day-to-day activities. Serves as a liaison between hospital personnel, including BWH and MGB Central, external contacts and agencies and the Chief. Provides a broad range of secretarial support that includes effective calendar management, event planning, clinic support and office oversight. Ensures a quality-based, customer-oriented flow of work. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Chief of Surgery Administrative Support

• Maintains Chief's calendar(s), including scheduling of meetings and appointments for Chief, various committees, etc.

• Meets regularly with Chief concerning daily assignments and office operations; prioritizes work for the day and the week; ensures that the Chief is informed regarding schedule of appointments, project progress, etc.; monitors/coordinates to ensure smooth functioning of Chief's scheduled activities.

• Serves as a liaison between hospital personnel, including BWH and MGB Central, external contacts and agencies and the Chief of Vascular Surgery.

• Answers telephones; places and accepts telephone calls on behalf of the Chief, maintains list of calls to be placed/returned and initiates these calls as appropriate; ensures that telephone calls are returned in a timely manner.

• Transcribes, proofreads, and edits dictation of general administrative and academic correspondence; prepares reports, abstracts, manuscripts, grants, protocols, applications, forms, and reports which are often of a sensitive/confidential nature and maintains appropriate file copies; composes some communications as appropriate.

• Makes national and international travel arrangements for the Division Chief including arranging airline, accommodations, auto rental, and ground transportation reservations.

• Prepares Travel Expense Report, Non-MGH Reimbursement Forms, and any other travel paperwork necessary to process reimbursement and submits receipts for reimbursement to conference/meeting sponsors and/or MGH as appropriate.

• Maintains materials for documenting Chief's Continuing Medical Education (CME) credits on an ongoing basis.

• Prepares and organizes materials for Chief's presentations; conducts literature searches, etc. as required.

• Establishes and maintains databases for storage of records, patient lists, mailing lists, etc.

• Arranges for outside visitors, medical students, etc. as requested.

• Coordinates meetings, luncheons, lectures, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation as needed.

• Coordinates all administrative aspects of outside visitors, including staff recruitment, staff engagement and social functions, etc.

• Develops and coordinates production and distribution of invitations/announcements.

• Prepares and monitors event budget; ensures payment of all course/series/program expenses.

• Schedules facilities, and equipment; selects and coordinates menus, catering, etc.

• Arranges for visitors' accommodations and travel.

• Coordinates with facility staff to answer questions and resolve issues during the event.

• Ensures that thank you notes, and gifts are prepared and sent as appropriate.

Performs special projects for the Chief or Division as may arise from time-to-time.

Office Coordination

• Working in collaboration with the Chief of Vascular Surgery, coordinates all administrative support functions and office staff, ensuring routine needs are met in the areas of general office operations, BWH/MGH credentialing process, and HMS appointment process.

• Provides functional guidance to all office staff

• Ensures a high degree of customer service among the staff. Refers workplace issues to the Managers and Administrative Directors and works cooperatively to resolve staff and office issues.

• Develops and maintains staffing plan and individual schedules for the office personnel; coordinates cross-coverage for breaks, vacations, etc. as well as for larger projects, mailings, etc.; provides coverage directly as needed.

• Participates in staffing through interviews and recommendations for hire; provides orientation to new staff. Works with the Managers and Directors to ensure competency and contributes feedback for ongoing and annual performance reviews.

• Conducts monthly office staff meetings to ensure dissemination of information and solicit input from all staff members related to policies and procedures, day-to-day operations, etc.

• Ensures office policies and procedures are followed. May in consultation with the Managers, Human Resources, and others establish office policies and procedures. Implements various systems and procedures and revises them as necessary to maximize efficiency.

• Serves as point person for office environmental issues related to repairs, cleaning, signage, etc. and works with Managers and Directors on resolution. Enforces fire and safety regulations for the office, following established protocols, and ensuring compliance with JCAHO, HIPAA, OSHA, and Hospital and MGPO guidelines.

• Coordinates with Partners Information Resources Department to arrange for hardware/software installation, troubleshooting, system access, etc.; serves as resource for office members for questions related to information systems; serves as custodian of any office-owned (i.e. non-PHS supported) software to ensure only authorized use and security.

• Coordinates and distributes agendas for Division Staff meetings in a timely manner; arranges facilities/AV; monitors staff attendance.

• Monitors completion of Annual Career Conferences for both clinical and research faculty.

• Maintains invitation lists for Annual Party and AATS reception. Reviews annually with Chief and distributes invitations.

• Provides Calendar Support for DOS Vice Chair

• Maintains Vice Chair's calendar(s), including scheduling of meetings and appointments for Vice Chief, various committees, etc.

QUALIFICATIONS:

• Bachelor's degree preferred.

• Minimum of 5 to 7 years of directly related experience.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Strong organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.

• Skills to work efficiently and effectively and strive to do so in all aspects of position. Exceptional customer service skills and ability to engender exceptional customer service among office staff

• Ability to skillfully handle issues of sensitive nature with respect to confidentiality, abiding by institutional guidelines.

• Demonstrates forthrightness and integrity. Ability to communicate effectively, and take ownership and responsibility for activities.

• Ability to work as part of a team and independently.

• Knowledge regarding Chief's, Department, Hospital, and HMS activities, policies and procedures across administrative, clinical, research, and educational domains.

• Ability to handle sensitive and confidential matters discreetly and to ensure discretion and confidentiality guidelines are maintained by office staff.

• Excellent interpersonal/communications skills and a good command of English language, including medical and scientific terminology. Able to effectively convey information to and mentor others.

• Exceptional computer skills (including operating systems, word processing, electronic mail, Internet, spreadsheets, OR Scheduling, and other office management systems).

• Knowledge in all aspects of safety and ability to ensure a safe environment. Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Health Insurance Portability and Accountability Act of 1996 (HIPAA).

WORKING CONDITIONS:

Normal office conditions. May occasionally be required to attend meetings/events outside of regularly scheduled hours.

SUPERVISORY RESPONSIBILITY:

None. Provides functional guidance to staff within the Chief's office.

FISCAL RESPONSIBILITY:

Budget management for department-sponsored events (i.e. DoS holiday party)