Job Description

POSITION DETAILS: 

The Administrative Assistant is a strong representative of the Department of Surgery, working in alignment with the mission of the Department.  He/She is organized, polite, and is a true team player.  He/She provides support to establish an efficient working environment for the Chair, promoting good communication and rapport with all department faculty and staff, patients and other hospital personnel, exercising independence and dependability, excellent judgment, and experience to ensure the efficient and effective provision of services and the timely completion of projects.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:

Responsible for providing secretarial/administrative support to the Chair of Surgery (who oversees several surgical subspecialties) and Administrative Director such as scheduling meetings and coordinating the Chair’s daily schedule.

Accountable for the overall smooth day to day administrative operation of the office to include serving as liaison between the Chair and the Hospital community, patients and visitors.  Duties include greeting, directing and/or assisting internal and external customers.  Will assess and prioritize customer needs and direct appropriately.

Coordinates meetings for Chair and other department leaders, including scheduling conference rooms, planning for audio/visual equipment, arranging for catering, coordinating times and sending invites, tracking attendance, and taking minutes as needed.  Coordinates CME programs: ensures that CME is available as appropriate and coordinates to ensure attendees can obtain CME.  Includes lectureships and any travel arrangements as needed.

Will draft, edit, and prepare written communications (documents, letters of recommendation, presentations) as necessary.  Some of these communications may be time sensitive.  Updates Chair’s CV as needed. Assists Chair with preparation of annual departmental report.

Assists department leadership with on-boarding of new physicians, including maintaining and updating on-boarding checklist, and providing support with obtaining ID badges, parking passes, etc.

Works collaboratively with the MSO on matters related to providers in the department, and helps Chair prepare recommendation letters and arranges for necessary interviews.

Responsible for basic office management: copying, collating, and faxing/scanning/emailing various correspondence, reports, and other materials. Relaying messages and/or information appropriately. Retrieving, sorting, prioritizing incoming and outgoing mail. Stocking inventory and ordering supplies, as needed.

Initiates, coordinates and prepares purchase orders, work orders, check requests, and conference registrations, as necessary. Processes expense reports.

Assists Chair with OR schedule, coordinating PA and divisional OR schedules.  Track inpatient PA schedules as needed. As needed, manages and tracks on-call and OR schedules. 

Provides coordination and administrative support for Tufts Medical School student program at NWH.

Creation and maintenance of databases and spreadsheets for tracking and recording of necessary data. Organizing and maintaining files, confidential records, logs and other systems; retrieve files as needed.  Develop and maintains systems to assure accurate, confidential and retrievable information.

Provides and/or coordinates administrative support for special projects as assigned.

Works collaboratively with other assistants to ensure full-time support coverage.

 Acts as Kronos timekeeper for specific personnel as needed.

QUALIFICATIONS:

Job Knowledge and Skills: Proficient use of Microsoft Office applications required (Outlook, Excel, Powerpoint).  Excellent interpersonal, organizational, and communication skills required i.e. ability to communicate effectively with Hospital Personnel, nursing staff, medical staff, unit coordinators, other health care professionals, and patients.  Ability to handle information that may be of confidential and/or sensitive nature.  

EDUCATION: Secretarial School or Associates Degree preferred

EXPERIENCE: Minimum of 3 years of office experience; prior healthcare experience preferred

EDUCATION: High School

CLIENT INFORMATION:

ADDITIONAL CLIENT INFORMATION:

Company Description

Compunnel Software Group, Inc., the parent organization of Compunnel Healthcare has expanded its staffing services within the blooming healthcare industry. Born from company’s 35+ years of experience in Compunnel Healthcare provides customized, cost-effective solutions to your healthcare organization’s multiple staffing needs.