Executive Assistant - Department of Psychiatry

Description:The Executive Assistant for the Director of Psychiatry performs a wide variety of executive administrative duties to support the day-to-day operations of the Psychiatry Department and the office of the Chief of Psychiatry. This position requires organizational, interpersonal and computer/data management skills, as well as independent judgment to anticipate and effectively problem solve.PRINCIPLE DUTIES AND RESPONSIBILITIES:• Provides administrative support to the Chief of Psychiatry and the Psychiatry leadership team. • Compose, type prepare and distribute written materials using sound judgement. Includes email correspondence, memos, and meeting minutes.• Maintains and manages the Chief’s schedule and calendar by making appointments.• Submits expense reports on behalf of the Chief to ensure reimbursement.• Coordinates and prepares for meetings including securing meeting space, necessary items and sends reminders.• Answers telephones, appropriately screens, responds and prioritizes calls. Forwards or resolves as appropriate.• Maintains effective working relationships with administration, clinical staff and departments across BWFH and MGB.• Responsible for the inventory and purchasing of administrative office supplies used within the Department of Psychiatry.• Assists the department director with one time purchase requests, check requests, and coordination of regulatory applications.• Assists with administrative duties for the Chief Resident of Psychiatry.• Updates and distributes CL and Resident call schedules monthly, Post-Call Resident Supervision schedule (monthly), and MD coverage schedules on an as needed basis.• Ensures successful onboarding of all incoming Residents, PA and Medical students: obtain the appropriate badge access,submitting POI forms when necessary, requests for Epic access are submitted in a timely manner, sending welcome emails, confirming their 2S/PHP rotation dates, etc.• Ensures all accounts payable and receivable are paid properly, including submitting invoices from various vendors to be paid from their respective purchase orders and tracking their payment, submitting check requests, adding additional funds to purchase orders and/or submitting requests for new purchase orders when necessary.• Updates and distributes departmental phone list for Department of Psychiatry.• Responsible for the time sensitive submission of all petitions for commitment to our inpatient psychiatry unit, ensures all information/updates RE: court hearings is disseminated to the appropriate people and that certified medical records are sent to the appropriate people prior to any hearings. • Provides administrative back up coverage for Administrative Director and Practice Manager.• Ensures timely outgoing electronic and paper mail to meet deadlines.• Performs other related duties and responsibilities as requested.About Brigham & Women's Faulkner HospitalBrigham and Women’s Faulkner Hospital, an affiliate of Mass General Brigham, is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve. At Mass General Brigham, we believe in equal access to quality care, employment and advancement opportunities encompassing the full spectrum of human diversity: race, gender identity, sexual orientation, ability, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.Brigham and Women's Faulkner Hospital is a 171- bed non-profit, community teaching hospital located in Jamaica Plain directly across the street from the Arnold Arboretum. Founded in 1900, Brigham and Women's Faulkner Hospital offers comprehensive care in a wide variety of specialties. Brigham and Women’s Faulkner Hospital is a designated Magnet hospital by the American Nurses Credentialing Center, a recognition that fewer than nine percent of all US hospitals receive.At Brigham and Women’s Faulkner Hospital, we believe that everyone should have the chance to live a healthy life. From creating breakthroughs that have paved the way for treatments around the globe to training the next generation of providers, our patients, and those we may never meet, are at the center of everything we do. If you’re looking for more than a career, join Brigham and Women’s Faulkner Hospital. Our patients call it better care. Our employees call it homeQualifications:

Associates Degree required; Bachelor's Degree preferred2-4 years in an office setting preferredStaff Adheres to all C.A.R.E StandardsExcellent verbal and telephone skillsTime management, ability to organize and manage multiple priorities and take initiativeStrong team playerAbility to manage confidential informationProficient computer skills including Microsoft Office (Word, Excel, PowerPoint), Outlook, and WorkdayEEO StatementBrigham and Women's Faulkner Hospital 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, 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, perform essential job functions, and receive other benefits and privileges of employment.Primary Location MA-Boston-BWFH Brigham and Women's Faulkner Hospital MainWork Locations BWFH Brigham and Women's Faulkner Hospital Main 1153 Centre Street Boston 02130Administrative SupportJob Administrative SupportOrganization Brigham & Women's Faulkner Hospital(BWFH)Schedule Full-timeStandard Hours 40Shift Day JobEmployee RegularJob Posting Sep 25, 2024