Executive Assistant - Dept. of Surgery

Job Description Summary

Provides assistance and support by performing various confidential secretarial, administrative and assistant responsibilities for the department executive and other managers and staff.

Job Description

ESSENTIAL FUNCTIONS

1 - Performs secretarial and administrative duties for the department Executive with ability to work under pressure and maintain confidential material.

   a - Must be able to work under pressure.

   b - Must maintain confidential material.

   c - Must type minimum of 60 wpm.

   d - Must transcribe accurately, in proper format, and submit dictation in timely manner.

2 - Assists departments reporting to the Executive with secretarial support and performs work of equal skill and responsibility as necessary.

   a - Processes reports in absence of department secretaries.

   b - Explains and clarifies reports that are requested.

   c - Acts as intermediary with Executive when Directors need resolution quickly.

   d - Schedules meetings/rooms when necessary to expedite a project.

3 - Arranges and schedules meetings and appointments for the Executive

   a - Schedules all meetings

   b - Arranges meetings with Administrators as directed.

   c - Schedules meetings with designated medical staff as directed.

   d - Schedules meetings of various task forces/ad hoc committees as directed.

4 - Communicates effectively with other Executive Assistants/Secretaries and members of other departments,

   a - Good composition skills and proper use of grammar.

   b - Utilizes paging/phone/computer effectively.

   c - Maintains positive attitude consistent with the Culture of Service Excellence standards..

   d - Seeks proper channels of communication when performing unfamiliar tasks.

   e - Receives and directs telephone calls, organizes mail and distributes information.

5 - Maintains records and files for the Executive including minutes of meetings, for areas as required by Public Health and JCAHO.

   a - Processes minutes of Hospital committees, various task forces and ad hoc committees and maintains these records.

   b - Maintains confidential files of minutes, correspondence, contracts and personnel information.

6 - Initiates, prepares, and distributes correspondence and notices.  Initiates personal correspondence as requested by the Executive.

   a - As requested, responsible for reports, presentations and general projects.

   b - Maintains communication between departments

7 - Maintains understanding of organizational structure and changes; supports the Executive accordingly.

   a - Keeps up to date on Hospital–wide changes

   b - Maintains organizational charts and keeps them on file.

8 - Assists the Executive when it is necessary to initiate Code status throughout the Hospital.

   a - Has knowledge of Disaster Plan and its operation.

   b - Assists in documentation of all codes and disaster drills.

   c - Supports the Emergency Preparedness Manager as needed.

9 - Technology – Embraces technological solutions to work processes and practices. 

   a - Demonstrates proficiency and competency in their department.

   b - Utilizes and is proficient on department or role specific software as assigned.

   c - Demonstrates proficiency and utilization of the Microsoft suite of office products, e.g., word, excel, power point.

   d - Utilizes information systems, telecommunication services and office machine as instructed including phones, email, paging systems, fax machines and copiers.

10 - Safety Awareness – Fosters a “Culture of Safety” through personal ownership and commitment to a safe environment.

   a - Understands individual roles/responsibilities during emergency situations (e.g., fire drill, electrical blackout, etc.)

   b - Utilizes proper body mechanics when performing all aspects of job.

   c - Operates office equipment safely.

   d - Maintains a neat, organized work environment.

JOB REQUIREMENTS

Minimum Education - Preferred

Associates Degree in Secretarial Sciences, or equivalent education/experience preferred.

Minimum Work Experience

Three to five (3 - 5) years of progressively responsible secretarial experience preferable in a healthcare setting
Required additional Knowledge and Abilities

Effective communication skills; must be customer service oriented, ability to be flexible with hours and work under pressure; excellent judgement required; background in medical terminology highly desirable.