BWPO EXECUTIVE SECRETARY - PSYCHIATRY DEPT

Expectations for All Employees:
Supports the organization¿s mission, vision and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect, personalization, commitment to our community, and accountability and ownership.

Position Summary:

Working independently provides administrative, technical and other professional support to the Chair of Psychiatry as well as Senior Staff as needed. Coordinates and manages special projects for the Chair. Requires advanced administrative skills and experience in word processing, presentation preparation, and a high degree of organization, and the ability to prioritize assignments.  Utilizes enormous amount of judgment and discretion in dealing with confidential and sensitive matters and in screening and handling certain routine and administrative functions on behalf of the Chair.

Primary Duties and Responsibilities:

¿Types a variety of documents as well as confidential material, manuscripts, reviews, and grants for Department Chairman and various staff
¿Provides editorial assistance and proofreading, dictation, and initiates memo¿s
¿Maintains Chairman¿s calendar, establishing priorities, ensuring that all obligations are met
¿Arranges reimbursement for travel, parking, and various departmental luncheons
¿Schedules meetings/conferences for Chairman, as well as visitors and departmental functions
¿Coordinates and processes BWH and HMS appointments, reappointments, and promotions for departmental faculty
¿Provides Departmental secretarial support and administrative assistance with routine or special projects
¿Ensures that copier, printers, and fax machines are in working order, orders office supplies and stationery
¿Answers telephone calls for Chairman, screens calls, takes messages and relays information (which requires thorough understanding of Department and Chairman¿s activities) with courtesy, tact, and discretion
¿Prepares, copies, and submits check requests and purchase orders under direction of Administrator.  Maintains files of check requests and purchase orders for Departments three cost centers
¿Coordinates departmental activities with other departments.  Serves as liaison.
¿Maintains all personnel files for Department including hard copy and electronic files through Peoplesoft
¿Ensures all trainings for staff are completed and recorded in Peoplesoft

 

Qualifications/Skills & Knowledge Requirements:

¿Advanced knowledge of secretarial, office and administrative procedures,  at a level generally acquired through 5 years related experience.

¿Must have knowledge of department/unit policies, procedures and operations in order to carry out assigned administrative responsibilities at level generally acquired though three to six month related experience within the department.

¿Must have high level of interpersonal skills to handle sensitive and confidential situations.  Position continually requires demonstrated poise, tact and diplomacy.

¿Demonstrates strong interpersonal skills, and a mature level of courtesy, tact, and professionalism required to deal with patients, providers and co-workers.

¿Exhibits strong communications skills and good judgment necessary to elicit information from patients in order to facilitate the referral process.

¿Must be willing to work as a team player and must have an interest in learning.

¿Bachelor¿s degree preferred or commensurate experience as an executive assistant