Executive Assistant 2 - Department of Medicine

Job Title: Executive Assistant II, Department of Medicine

Hours: 40 hours per week; 8:00 AM to 4:30 PM. May require after hours work as needed dependent on needs of the department.

Location: Onsite 4 days per week at minimum at 15 Kneeland St in Boston, MA - Tufts Medical Center.

Job Profile Summary

​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 experienced level role that applies practical knowledge of job area typically obtained through advanced education and work experience.  Works independently with general supervision, problems faced are difficult but typically not complex, and may influence others within the job area through explanation of facts, policies and practices.

Job Overview

Assumes the responsibility for administrative support and aacts as office coordinator for the department. 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. Assistsexecutive by relieving them of complex details and advanced administrative duties. High-level contacts require the use of considerable discretion, judgment, tact, and diplomacy. Independently investigates assigned problems determining method of research data requirements as well as analysis techniques. Prepares reports and recommendations for action by supervisor. Contacts organization personnel at all levels to gather information and prepare reports.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.

Job Description

Minimum Qualifications:

1. Associate's Degree AND Five (5) years of progressively responsible secretarial/administrative experience OR;

Bachelor's Degree AND Three (3) years of progressively responsible secretarial/administrative experience.

Duties and Responsibilities: The duties and responsibilities listedbelow 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.

1.Produces correspondence, memos, minutes, 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.

2. 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.

3. Attends meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.

4. Coordinates all department level meetings, arranges dates and place, books conference call line, notifies participants via Outlook calendar invitations; collects, copies and distributes meeting materials.

5. 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.

6. Coordinates large, complex internal and external meetings, seminars, and similar events. Coordinates production of meeting agenda.

7. 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.

8. Functions as office receptionist, greeting and directing visitors. Receives and screens visitors and telephone calls, handling routine inquiries within scope of job responsibilities; takes messages and/or directs all other inquiries to appropriate administrative members.

9. Provides assistance with administrative processes associated with the department or function.

10. Expedites a wide variety of highly sensitive administrative matters requiring a basic understanding of hospital policies and operational issues.

11. Processes and follows up to expedite office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.

12.Follows up with a variety of personnel within and outside of the organization to ensure timely completion.

13.Provides guidance to departmental personnel in hospital administrative policies and procedures.

14.Prepares and manages the departmental operating budget. Monitors expenditures against the budget and reports significant variations.

15.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.

16.Prepares reports using statistical or financial tables, which may involve the development of original formats of graphs and charts for meaningful presentation of data.

17.Uses standard and internet/information research skills.

18.Sets up and maintains files and records of extremely sensitive, confidential information, ensuring efficient retrieval.

19.Utilizes database applications software maintains reports appropriate to informational needs, and arranges and maintains information. Develops and produces a variety of reports.

20.Ensures adequate inventory of office supplies and basic maintenance of office equipment. Coordinates the timely repair of office equipment.

21.Ensures basic setup and maintenance of office personal computers and associated equipment. Ensures timely service.

22. Uses typical applications software used: word processing, spreadsheet, presentation graphics, and database. Additional applications software such as for project management, scheduling, budgetary control, etc.

23. Performs miscellaneous clerical duties: collate, sort, fax, file, distribute, and retrieve documents and mail. Records and relays phone messages.

24. Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.

25. Ensures compliance with health and safety requirements and with regulatory agencies such as DPH, etc.

26.Ensures compliance with established hospital policies, quality assurance programs, safety and infection control policies and procedures.

Physical Requirements: 

1. Normal office setting.

2. Frequent contact with patients, medical staff, and department personnel.

3. Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.

4. Requires manual dexterity using fine hand manipulation to operate computer keyboard.

5. Requires ability to see computer screen and reports.

Skills & Abilities:

1. Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.

2. Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English.

3. Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint.

4. Ability to write and spell in English to ensure accurate message taking.  

5. Excellent interpersonal skills are required and changing deadlines and the adaptability to change required.

6. Ability to work under pressure and changing deadlines and the adaptability to change required.

7. Ability to visualize the big picture independently with minimal supervision and direction. 

8. Excellent proofreading skills.

9. In-depth understanding of office management and daily operations.

10. Working knowledge of office equipment, such as printers and fax machines.  

11. Highly resourceful team player who can effectively work with staff and senior level managers.