Executive Staff Assistant - Vascular Surgery Job at Brigham and Women’s Hospit

Job Description - Executive Staff Assistant - Vascular Surgery (3301934) General Summary/Overview Statement: Receiving general direction from the Chief of Vascular Surgery and Department of Surgery Vice Chair, 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 judgement to organize priorities, complete tasks, and handle confidential information. Principal Duties and Responsibilities: Chief of Vascular Surgery Administrative Support Maintains Chief and Vice Chair's calendars, including scheduling of meetings and appointments for the Chief and various committees. Meets regularly with Chief and Vice Chair concerning daily assignments and office operations; prioritizes work for the day and the week; ensures the Chief and Vice Chair are informed regarding schedule of appointments, project progress, etc.; monitors and coordinates to ensure smooth functioning of Chief and Vice Chair scheduled activities. Serves as a liaison between hospital personnel, including BWH and MGB Central, external contacts and agencies, and the Chief of Vascular Surgery and Vice Chair. Answers telephones; places and accepts telephone calls on behalf of the Chief and Vice Chair, 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 Reimbursements Forms, and any other travel paperwork necessary to process reimbursement and submits receipts 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 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. Performs photocopying, faxing, filing, scanning as required. Performs special projects for 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 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. 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 to resolution. Coordinates with Partners Information Resources Department to arrange for hardware/software installation, troubleshooting, system access, etc.; serves as a resource for office members for questions related to information systems. Coordinates and distributes agendas for Division staff meetings in a timely manner; arranges facilities/AV; monitors staff attendance. Monitors completion of Annual Career Conference for both clinical and research faculty. Maintains invitation lists for Annual Party and AATS reception. Provides Calendar Support for DOS Vice Chair Maintains Vice Chair's calendar, including scheduling of meetings and appointments for Vice Chair, various committees, etc. Qualifications: Bachelor's degree preferred. Minimum of 5 to 7 years of directly related experience. Strong organizational skills and ability to organize time and priorities effectively. 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. Ability to communicate effectively and take ownership and responsibility for activities. Ability to work as part of a team and independently. Excellent interpersonal/communication skills and a good command of the English language, including medical and scientific terminology. Exceptional computer skills (including operating systems, word processing, electronic mail, Internet, spreadsheet, OR scheduling, and other office management systems). Working Conditions: Normal office conditions. May occasionally be required to attend meetings/events outside of regular scheduled hours. Supervisory Responsibility: None. Provides functional guidance to staff within the Chief's office. Fiscal Responsibility: Budget management for division sponsored events (i.e. division holiday party). Brigham & Women’s 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, disability, sexual orientation, military service, genetic information, and/or other status protected under law. #J-18808-Ljbffr