https://amzn.to/44P6GXZ
Receiving general direction from the Chief of Surgery and Administrative Director, the Executive Assistant provides administrative support to the Chief as well as coordination of his office and associated Departmental functions. Works closely with the Chief of Surgery in day-to-day activities and serves as a liaison between hospital personnel, external contacts and agencies and the Chief of Surgery/Department of Surgery. Provides a broad range of administrative 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, external contacts and agencies and the Chief of Surgery/Department of 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.
• Coordinates meetings, luncheons, lectures, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and guest speaker arrangements/logistics, and transportation as needed.
• Maintains materials for documenting Chief’s Continuing Medical Education (CME) credits on an ongoing basis.
• Prepares and organizes materials for Chief’s presentations (using PowerPoint software); conducts literature searches, etc. as required.
• Establishes and maintains databases for storage of records, patient lists, mailing lists, etc.
• Make all arrangements for outside visitors, medical students, etc. as requested (including but not limited to travels arrangements, itineraries, hotel reservations, lunche/dinner invitations, reservations and food orders) and event planning.
• Coordinates all administrative aspects of Visiting Professorship Lecture Series, Department social functions, etc.
o Develops and coordinates production and distribution of invitations/announcements.
o Prepares and monitors event budget; ensures payment of all course/series/program expenses.
o Schedules facilities, and equipment; selects and coordinates menus, catering, etc.
o Arranges for visitors’ accommodations and travel.
o Coordinates with facility staff to answer questions and resolve issues during the event.
o Ensures that thank you notes, and gifts are prepared and sent as appropriate.
• Performs photocopying, faxing, filing, scanning as required.
• Performs special projects for the Chief or Department as may arise from time-to-time.
• Other duties as assigned.
Office Coordination
• Working in collaboration with the Chief of Surgery and the Administrative Director, coordinates all administrative support functions and office staff, ensuring routine needs are met in the areas of general office operations, 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 Administrative Director 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 Administrative Director to ensure competency and contributes feedback for ongoing and annual performance reviews.
• Conducts office staff meetings as needed 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. In consultation with the Administrative Director, 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 Administrative Director 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 MGB 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 Surgical 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 Holiday Party and ACS reception. Reviews annually with Chief and distributes invitations.
• Provides administrative support for the MGH Surgical Society
• Maintains database of membership.
• Processes new member applications.
• Solicits, collect and deposits annual dues.
• With Chief and the MGH Surgical Society President and Council organizes and oversees tri-annual reunions.
• Plans, attends, and coordinates the annual MGH Surgical Society reception at the American College of Surgeons’ meeting.
• Coordinates with HMS and Department of Surgery Faculty Development to process HMS promotions for Department faculty.
Surgeon-in-Chief’s Clinic Support
• Provides back-up to the Staff Assistant III in the patient services coordinator responsibilities for the Chief’s clinical practice. Work may include:
o Schedules office appointments and surgical bookings as well as diagnostic testing.
o Investigates and resolves referral and/or billing issues,
o Addresses patient questions, complaints, and concerns, including referral and insurance issues
o Electronic and paper file maintenance.
o Utilizes a thorough knowledge of all HMO, managed care, other third-party insurers, and available patient financial services/resources. Remains current on the changing issues impacting the health care insurers.
o Follows HIPAA Confidentiality and Privacy Policies.
• Collaborates with the Staff Assistant III to ensure quality and timely services are provided; resolves practice workflow issues; serves as point person for escalated patient concerns.
The Sydell and Arnold Miller Family Heart, Vascular & Thoracic Institute Cleveland Clinic Regional Cardiovascular Medicine Heart Failure CardiologistAn opportunity...
Apply For This JobSeeking a compassionate and dedicated RN or LPN for our facility in West Springfield, MA. This is a full-time, direct-hire position that offers...
Apply For This JobCompany: Meridian Health Industry: Healthcare / Medical Job Type: Full Time Country: United States State/Province: New Jersey City: Nutley Post...
Apply For This JobU.S. Dermatology Partners is seeking an exceptional Board-Certified or Board-Eligible Dermatologist to join our premier dermatology practice in Longview, Texas! This position is...
Apply For This JobOverview “Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients...
Apply For This JobDescription Specialization:Psychiatry Consult Liaison Job Summary: Portsmouth Regional Hospital is seeking a psychiatrist for our consult liaison services and emergency...
Apply For This Job