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Executive Assistant- (Clemons)

Boston, MA 02115

Posted: 01/10/2023 Employment Type: Contract Job Category: Administrative Job Number: 538597 Is job remote?: No Country: United States

Job Description

Executive Assistant


Must Have:

    Work requires the level of knowledge typically acquired through completion of two years of occupationally?specific education or an Associate's degree in business or a closely related field and three to four years of experience.

Work requires the analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.

Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
Job Duties and Responsibilities:

         Organizes and oversees provision of secretarial, clerical and administrative support services for department/service. Plans work schedules to ensure adequate coverage for critical administrative/clerical functions. Monitors and ensures work is performed in conformance with established hospital and departmental policies and procedures. Recommends, implements, and maintains internal office systems and procedures to promote efficient, effective support service operations. Recommends and assists in development and implementation of departmental administrative policies and procedures.
-          Monitors and maintains department record keeping systems, including highly sensitive and/or critical administrative and financial data. Oversees information input into computer databases and spreadsheets, monitors data validity and compiles, prints and distributes periodic reports and other information as needed. Evaluates, recommends and implements changes or upgrades in systems as appropriate.
-          Monitors and reconciles budget reports and department expenses, researching and resolving errors or discrepancies. Collects, organizes and prepares information, documents and other materials required for preparation of annual budget, grant applications and other complex reports and documents for administrative, financial, clinical and/or research purposes. Collects and compiles data from diverse sources, performs calculations, creates computer spreadsheets, graphs and charts, prepares analyses for supervisor's review and performs other related duties as assigned.
-          Organizes and maintains daily administrative operations of department. Prepares, verifies and monitors departmental payroll and maintains related records. Prepares periodic reports and documents to comply with hospital, governmental, regulatory and/or funding agency requirements, according to established schedules. Monitors employee review dates, terminations and other personnel actions and initiates required forms and documents. Initiates, routes and tracks administrative forms such as purchase orders, payment requisitions and physician reappointment forms.
-          Coordinates administration of departmental fellowship and/or residency programs, training grants and related programs. Records and monitors receipt of application materials and schedules interviews. Communicates with applicants, other hospital departments and institutions by phone or in writing to assess status of applications/appointments and exchange information. Collects, prepares, routes and tracks required appointment, credentialing and licensure documents. Compiles and maintains related files and records.
-          Plans, prepares and organizes logistic and administrative requirements for seminars, conferences and other special programs or events. Obtains and organizes planning information, prepares or orders publicity materials and advertisements, reserves event location(s) and secures necessary supplies, equipment and services. Prepares program syllabus/schedules, collects and organizes teaching materials, receives and records registration forms and fees and monitors expenses.
-          Schedules appointments and meetings and maintains supervisor's personal calendar. Reserves meeting locations, orders needed supplies and services and prepare agenda and other materials. Prepares travel arrangements, including airline reservations and hotel accommodations, as necessary.
-          Monitors and maintains department supply inventory and computer equipment. Authorizes purchase of standard departmental supplies and equipment repair services within established budget allocations. Evaluates and recommends purchase of equipment and non?routine supplies. Serves as liaison to support service departments to request and coordinate provision of needed services.
-          Leads and supervises work of designated office support personnel. Plans, prioritizes and delegates work assignments and monitors performance, providing feedback and guidance as needed. Trains and orients new personnel and communicates changes in hospital and departmental policies and procedures. Participates in selection, evaluation and discipline of subordinate staff as appropriate.
-          Transcribes and types from recorded dictation, shorthand or rough draft correspondence, reports, manuscripts, charts and other materials for clinical, administrative or research purposes, including highly complex and/or confidential financial/business documents. Proofreads and edits materials for accuracy, consistency and clarity. Receives and screens correspondence, composing and preparing responses on administrative matters as appropriate.
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