SECRETARY IV

Affiliate Name: Brigham & Women's Hospital
Job Category: Administrative/Medical Secretary
Department: BWH RADIOLOGY
Shift: Days
Hours/Week: 40
Job Type: Regular
Employment Type: Full TimeResponsibilities:
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.Under minimal supervision, provides office management and administrative support to the Directors of Abdominal Imaging and Intervention Division, Continuing Medical Education in Radiology, Abdominal and Pelvic MRI, GU Radiology Services, and the Abdominal Imaging and Intervention Fellowship Program. Also provides administrative support to other members of the professional staff as needed. This necessitates proficiency in and knowledge of ACGME requirements for accredited fellowship programs, On-Call Scheduling program, GME Duty Hours Software, HI-IQ, New Innovations, Interwoven and Microsoft Office. This position demands knowledge of credentialing and visa processing, as well as Graduate Medical Education. Following established Departmental, Hospital, and Partners HealthCare System policies and procedures and under the direction of the Fellowship Director, is responsible for the development and implementation of education policies needed to achieve the curricular goals, organization of all activities related to the selection of new Fellows and the completion and monitoring of all requirements pertinent to accreditation of the training program. Supervises other staff in relation to the division and collaborates with support personnel within the department as required.PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.{1} Acts as personal secretary to the Directors and manager of the CT Division in all aspects of their professional activities. This requires being totally familiar with all of their responsibilities, maintaining their calendars, making travel arrangements, screening all calls and reviewing mail and taking appropriate action, and serving as the liaison between them and other staff members and other individuals in their absence.{2} Maintain Fellowship program director's schedule for training related meetings and events. Review and assist in the development of Fellow work and vacation schedules. Assist in the development of policies affecting the fellowship training programs. Monitor concerns of the fellows and serve as their advocate when appropriate. Analyze program operation and suggest and help implement process. Type and maintain sensitive material as requested by Program Director and trainees; as well as other requested or needed typing.{3} Responsible for overseeing all aspects of data collection and reporting. Continually review and update the curriculum for all programs and assess achievement of curricular goals for each trainee. Developand maintain a computerized database of all Fellow case activities, in a form suitable for presentation to a fellowship review committee. Responsible for the preparation of reports relating to the Fellowship program for both internal and external sources.{4} Types large volume of letters, memoranda, reports, grant proposal, charts, tables, abstracts, talks, manuscripts and course material from transcriber and rough drafts. Edits material based on knowledge of subject matter, proper format, grammar and medical terminology.{5} Participates in development of and administration of Abdominal Division, Fellowship program and CT division budgets. Must monitor expenditures by trainees and make sure that they do not exceed the annual budget.{6} Prepare travel reimbursements for supervisors, making sure they are properly reimbursed from appropriate sources.{7} Working with the EDT office, develops and maintains Adbomdinal Imaging and CT website.{8} Transcribes patient reports dictated by staff physicians.{9} Reviews and screens mail for the supervisors, sorts and directs as appropriate, acts on matters requiring reply in absence of Directors by handling personally or directing to other staff members.{10} Manages the recruitment and application process for the Abdominal Fellowship program. Provides secretarial support on training program's fellows for grant related projects.{11} Assist Fellowship Director in developing the teaching skills of the faculty as it pertains to the education programs.{12} Assist Fellowship Director in the development, organization and annual selection process for new fellows. Provide administrative interface with the applicants; support the faculty evaluation; schedule and provide logistics support.{13} Shares responsibility for several phone lines for staff members: answers phones, forwards calls, takes messages. Includes receiving calls from physicians requiring accurate documentation and prompt forwarding of information to correct staff members for action.{14} Provides directly or arranges miscellaneous clerical services including photocopying, preparation of slides, and transport of material via U.S. mail or courier.{15} Coordinates all arrangements for several advisory committee meetings, on-going and one-time conferences, including selecting and reserving conference rooms and audiovisual equipment, arranging flight reservations and hotel accommodations.{16} Maintains high volume files of correspondence, grant files, patient films and information, fellowship selection programs and other materials.{17} Provides back-up for receptionist and medical secretary as required.{18} Conducts literature searches at the medical libraries of both the Hospital, Medical School, gathering materials for publications and teaching{19} All other duties as assigned
REQUIREMENTS
QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.){1} Business school graduate or Bachelor's degree.{2} Minimum of three (3) years secretarial work experience preferably in a medical setting{3} Duties require intensive knowledge of highly specialized field or broad knowledge of major
hospital functional activities{4} Prior supervisory experience desirable.{5} Expert knowledge of the English language: ability to proofread{6} Excellent computer skills: typing level of 55-65 wpm{7} Superior oral and written communication skills; ability to handle confidential materials with discretion; professional phone skills{8} Ability to take initiative and to work independentlySKILLS/ ABILITIES/ COMPETENCIES REQUIRED: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.){1} Must possess analytical abilities necessary to organize, supervise, and evaluate the work of others and to develop and administer policies.{2} Knowledge of medical terminology.{3} Excellent organizational skills, ability to function independently and as a member of an interdisciplinary team.{4} Ability to interact effectively with a large number of individuals both within and outside the organization.{5} Ability to prioritize work and meet dead lines.{6} Ability to work under pressure.{7} Use of discretion in confidential matters.{8} Personal computer expertise with Microsoft Office and statistical software applications.WORKING CONDITIONS: Describe the conditions in which the work is performed.Pleasant office conditions.SUPERVISORY RESPONSIBILITY: List the number of FTEs supervised.NONE