EXECUTIVE ASSISTANT- DEPARTMENT OF SURGERY
Company: Tufts Medicine
Location: Boston
Posted on: October 19, 2024
Job Description:
Job Profile Summary
If you are interested in applying for this job, please make sure
you meet the following requirements as listed below.
This role focuses on providing administrative and business support
to the organization in order to achieve operational goals. In
addition, this role focuses on performing the following General
Administration duties: Produces documents, collects, records, sorts
and files information, handles mail, prepares routine reports,
makes travel arrangements, arranges appointments, responds to
inquiries, data entry, and operates office equipment. A
professional individual contributor role that may direct the work
of other lower level professionals or manage processes and
programs. The majority of time is spent overseeing the design,
implementation or delivery of processes, programs and policies
using specialized knowledge and skills typically acquired through
advanced education. An entry level role that applies broad
theoretical job knowledge typically obtained through advanced
education. May require the following proficiency: work is closely
supervised, problems faced are not typically difficult or complex,
and explains facts, policies and practices related to job area.
Job Overview
This position performs duties requiring expert level administrative
support and project management skills to assist a leader of a major
corporate function, where assignments involve work of a
confidential, complex nature and involve handling information of
strategic importance. Assists executive by relieving them of
complex details and advanced administrative duties. High-level
contacts require the use of considerable discretion, judgment,
tact, and diplomacy. Provides day to day scheduling, meeting
coordination and project implementation. Serves as a liaison to
board level volunteers, physician and executive leaders in support
of departmental activities. Serves a principal role in the
scheduling and coordination of agendas, projects, and
schedules.
Minimum Qualifications:
- Associate's Degree OR High School Diploma AND Two (2) years of
administrative experience.
- Four (4) years of administrative experience.
Duties and Responsibilities: The duties and responsibilities listed
below are intended to describe the general nature of work and are
not intended to be an all-inclusive list. Other duties and
responsibilities may be assigned.
- Produces correspondence, memos, and reports from dictation,
drafts, models, etc. Edits material for grammar, spelling, and
format and high-quality presentation and style. Prepares high
quality presentation graphics.
- Expedites the volume production of special reports, brochures,
annual reports, manuals, etc. Coordinates efforts with
Marketing/Communications, the executive offices, etc., as well as
outside vendors to assure production schedules are met.
- Attends meetings of committees/boards composed of executives
from the voluntary sector in the capacity of recording
secretary.
- Composes or selects letters based on supervisor's general
instructions. Responds to routine inquiries.
- Arranges a wide variety of inside and outside meetings, special
events and activities. Prioritizes events for the most efficient
use of available time. Makes travel arrangements for extended trips
and groups.
- Coordinates large, complex internal and external meetings,
seminars, and similar events. Coordinates production of meeting
agenda.
- Communicates with a wide variety of high-level executives and
officials to exchange critical or sensitive information and
expedite matters on behalf of superior. Monitors progress on
important matters and follows up to ensure disposition. Assignments
involve work of a complex and confidential nature, necessitating
exposure to highly sensitive information, and requiring
considerable discretion, judgment, tact, and diplomacy.
- Receives phone calls and messages, provides informed
interpretation on procedures and policies to high level internal
and external customers, refers matters to appropriate executive,
function, or department.
- Provides assistance with administrative processes associated
with the department or function.
- Expedites a wide variety of highly sensitive administrative
matters requiring a basic understanding of hospital policies and
operational issues.
- Processes and follows up to expedite office administrative
paperwork, such as purchase requisitions, employment requisitions,
employee time sheets, expense vouchers, etc.
- Follows up with a variety of personnel within and outside of
the organization to ensure timely completion.
- Provides guidance to departmental personnel in hospital
administrative policies and procedures.
- Prepares and manages the departmental operating budget.
Monitors expenditures against the budget and reports significant
variations.
- Independently performs assigned portions of highly sensitive
projects, determining sources and method of obtaining information,
data requirements for assigned information, as well as analytical
techniques. Prepares reports and recommendations for action by
superior.
- Prepares reports using statistical or financial tables, which
may involve the development of original formats of graphs and
charts for meaningful presentation of data.
- Uses standard and internet/information research skills.
- Sets up and maintains files and records of extremely sensitive,
confidential information, ensuring efficient retrieval.
- Utilizes database applications software maintains reports
appropriate to informational needs, and arranges and maintains
information. Develops and produces a variety of reports.
- Ensures adequate inventory of office supplies and basic
maintenance of office equipment. Coordinates the timely repair of
office equipment.
- Ensures basic setup and maintenance of office personal
computers and associated equipment. Ensures timely service.
- Uses typical applications software used: word processing,
spreadsheet, presentation graphics, and database. Additional
applications software such as for project management, scheduling,
budgetary control, etc.
- Performs miscellaneous clerical duties: collate, sort, fax,
file, distribute, and retrieve documents and mail. Records and
relays phone messages.
- Participates in performance improvement initiatives and
demonstrates the use of quality improvement in daily
operations.
- Ensures compliance with health and safety requirements and with
regulatory agencies such as DPH, etc.
- Ensures compliance with established hospital policies, quality
assurance programs, safety and infection control policies and
procedures.
- Maintains collaborative team relationships with peers and
colleagues in order to effectively contribute to the working
group's achievement of goals, and to help foster a positive work
environment.
Physical Requirements:
- Normal office setting.
- Frequent contact with patients, medical staff, and department
personnel.
- Frequent sitting, occasional standing & walking, and lifting of
5-10 lbs.
- Requires manual dexterity using fine hand manipulation to
operate computer keyboard.
- Requires ability to see computer screen and reports.
Skills & Abilities:
- Ability to manage multiple, simultaneous tasks and prioritize
according to established criteria and protocols.
- Good organizational and communication skills, both verbal
(in-person and with telephone phone) and written in English.
- Good computer skills using Microsoft office including Outlook,
Excel, and PowerPoint.
- Ability to write and spell in English to ensure accurate
message taking.
- Excellent interpersonal skills are required and changing
deadlines and the adaptability to change required.
- Ability to work under pressure and changing deadlines and the
adaptability to change required.
- Ability to visualize the big picture independently with minimal
supervision and direction.
- Excellent proofreading skills.
- In-depth understanding of office management and daily
operations.
- Working knowledge of office equipment, such as printers and fax
machines.
- Highly resourceful team player who can effectively work with
staff and senior level managers.
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Keywords: Tufts Medicine, Plymouth , EXECUTIVE ASSISTANT- DEPARTMENT OF SURGERY, Healthcare , Boston, Massachusetts
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