EXECUTIVE SECRETARY I

Affiliate Name: Brigham & Women's Hospital
Job Category: Administrative/Medical Secretary
Department: BWH RENAL
Shift: Days
Hours/Week: 40
Job Type: Regular
Employment Type: Full TimeResponsibilities:
GENERAL SUMMARYThis individual must be a highly energetic, organized and professional individual with strong interpersonal skills. He/she will perform all administrative functions necessary for the complete and efficient management of the Renal Division's Chief. Duties include managing correspondence, maintaining Division Chief's meeting and travel schedules, assisting in the development of presentations, coordination of physician services, coordination of multiple offices over which the Renal Division Chief has responsibility. This individual will also coordinate with the Harvard-MIT Division of Health Sciences and Technology multiple educational, research and organizational responsibilities. He/She will serve as Department Chair level administrator for the Division of Health Sciences and Technology at the Brigham since the Renal Division Chief is also Chief of this new interdepartmental Division. Executive Secretary serves as a representative of the Division Chief's office to other BWH and Partners offices as well as foreign and domestic medical, research , educational and governmental institutions. The position demands a highly motivated person capable of effective interaction with numerous individuals at all levels of management at the BWH, Harvard Medical School and the Massachusetts Institute of Technology.Principal Duties and Responsibilities:1. Responsible for general, academic and research administrative functions for the Renal Chief of the Department of Medicine including transcription, composition, editing, filing and processing completed correspondence following specific guidelines. The work may include speeches, manuscripts, grants, research proposals, minutes and general correspondence.
2. Works with the Division Chief on electronically editing and producing manuscripts, abstracts, research proposals and grants including computer graphic slide production. Assists with narrative reports and graphic presentations of data; designs tables, charts and graphs. Maintains a bibliographic database for the MD's academic and research activities.
3. Works with the Division Chief to produce information requested by Harvard Medical School, MIT and BWH. Works to produce information for Department lectures, meetings, retreats and the like.
4. Ensures that daily schedule for the Division Chief is current and that necessary changes are implemented to guarantee continuity and coverage.
5. Coordinates varied educational, administrative and research activities with other components of the Harvard-MIT Division of Health Sciences and Technology.
6. Interacts with patients on a occasional basis, answering questions and acting as liaison between patient and clinical staff while providing a calm, supportive atmosphere for both physicians and patients.
7. Responsible for complicated schedule and ensures that the Division/Department Chief is able to arrive at each appointment in a timely manner.
8. Responsible for retrieving and transferring electronic mail. Answers and screens incoming phone calls. This includes triage of calls in a courteous and professional manner, handling calls whenever possible and when necessary, taking messages, utilizing proper forms, in a legible and accurate manner. Greets and directs visitors.
9. Maintains a variety of record-keeping systems. Maintains records and files containing complex and/or sensitive information. Responsible for data collection, data management, and data retrieval.
10. Responsible for updating the Division Chief's curriculum vitae, professional affiliations, licensing and certification, professional liability insurance and the like.
11. Plans and coordinates a variety of important functions and meetings, including courses, lectures and so forth. The following activities may be included: making hotel/conference room arrangements, securing A/V equipment, composing and mailing lists, announcements and invitations, function planning, financial management, and the like. This position will oversee all financial management for the Division Chief's expenses involving travel, out-of-pocket expenses, entertainment, etc. and provide the Division Chief a monthly reconciliation statement.
12. Responsible for all travel arrangements for the Division Chief, including registration for meetings, transportation, accommodations and the like.
13. Responsible for overall project management of all committees/societies headed by Division Chief, such as the International Society of Nephrology and the American Society of Nephrology , etc. Follow through on committee/society correspondence and requests which may include coordination of travel arrangements with staff.
14. Perform other duties and tasks as requested.
REQUIREMENTS
SKILLS AND ABILITIESMust work well on own and with others
Must have excellent interpersonal skills and demonstrate team orientation and flexibility
Must possess excellent organizational skills with ability to prioritize multiple responsibilities
Must possess strong analytical and problem-solving skills
Comprehensive understanding of Department and Hospital policies and procedures preferred
Ability to work under tight deadlines requiring excellent time management skills
Ability to handle confidential materials
Must possess strong computer skillsQUALIFICATIONSBA preferred and/or 3-5 years work experience (with 1-2 years in administrative capacity) preferably in an academic healthcare environment.
Excellent typing and word processing skills using Microsoft Word, Excel and Powerpoint
Knowledge of the preparation of manuscripts, grant applications, scientific reviews and statistical
reports.
Familiarity with standard office equipment and the electronic mail and broadcast systems available
to the Hospital and the Department.
Excellent organizational skills