BWPO EXECUTIVE SECRETARY

Affiliate Name: Brigham & Women's Physicians Organization
Job Category: Administrative/Medical Secretary
Department: BWPO OBSTETRICS & GYNECOLOGY
Hours/Week: 40
Job Type: Regular
Employment Type: Full TimeResponsibilities:
General Summary And Overview
Provides administrative secretarial support for the Department Sr Administrator. Major responsibilities include: scheduling and maintaining calendar, data base management, management of confidential, legal documents, special projects, distribution of correspondence, establishment and maintenance of files, and phone management. Provides backup to Administrative Assistant and other secretarial staff in the Administration Division.1.Responsible for provision of support functions for the Department's Department Sr Administrator, including arranging meetings, data base management, simple spreadsheets; management of confidential legal documents, distribution of correspondence and maintenance of files.2.Assumes primary responsibility for answering Department Sr Administrator's telephone; screening, handling, routing, or taking confidential messages as necessary; responsible for distribution of telephone messages; initiates calls as requested; provides backup support for phones in Administration Division.3.Responsible for Gyn call schedule this includes inputting into system on a monthly basis. Duties also include notifying faculty of OR and weekly coverage.4.Provides backup secretarial duties for the Administrative Division as well as the Chairman's suite as needed.5.Schedules travel arrangements as needed.6.Distribution of Tefra forms to the full-time OB/GYN staff on a quarterly basis. This includes ensuring that forms are forwarded back in a timely manner.7.Maintains effective working/harmonious relationships with co-workers, hospital personnel, patients, visitors, etc.8.Performs related duties and/or special projects as directed.
REQUIREMENTS
QualificationsAssociates and/or Bachelors Degree preferred
Five years related office experience in a hospital, academic setting preferredSkills and Abilities'Excellent organizational skills
'Ability to function independently and prioritize work
'Strong interpersonal skills, service orientation, and teamwork
'Excellent telephone and communication skills
'Ability to work well under pressure
'Ability to handle sensitive confidential information and data
'Excellent knowledge of excel, Access, Powerpoint as well as Microsoft word
'Intermediate typing skills - minimum 65-70 WPM
'Knowledge of medical terminology preferred
'Supervisory skills helpfulWorking ConditionsPleasant but busy office environment.Supervisory ResponsibilityNone