Executive Assistant-General Internal Medicine

POSITION SUMMARY:

The Executive Assistant (EA) of the Section of General Internal Medicine provides confidential executive support in a one-on-one working relationship with the Section Chief.  The role involves handling of sensitive and confidential information, meeting scheduling and preparation, making national and international travel arrangements, providing project coordination support, and interacting with other EAs of executive officers, the board of directors, and management personnel inside and outside of the organization.  The Executive Assistant must be able to act independently and with limited supervision to maintain administrative processes, maintain a professional demeanor and flexibility as job demands require.  Have the ability to manage multiple projects, deadlines, and other priorities as they change continually.

Position: Executive Assistant

Department: General Internal Medicine        

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Document/File Management

Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.  Ensures that written documents are accurate and professional. Ongoing detailed updating/editing of the Section Chief's CV. Prepares and distributes information packages for meetings. Maintain a library of over 100 published peer reviewed journal articles and other non-peer reviewed publications. Maintain the Section of General Internal Medicine Faculty Files for over 130 faculty members including confidential and personal information, credentialing and evaluation files.  Also maintain files for non-clinical faculty and Non-GIM faculty files. Track Medical License Renewals, Massachusetts Prescription Awareness Tool (MassPAT) - Prescription Monitoring Program, Continuing Medical Education Credits, Society Membership Dues, Journal Renewals, Conflict of Interest Forms / Disclosure Forms, Passport Renewals and Visa Applications, Password Updates

Calendar/Schedule Management

Maintains Chief’s calendar up-to-date; coordinates vacation, schedules meetings and appointments with particular attention to preventing scheduling conflicts.  Schedule ongoing weekly, monthly and bi-monthly meeting time for several Faculty, Staff and Mentees. Creates and manages schedules for Outpatient Clinic, On Call, Ward Attending and Safety Net

Travel/Event Planning

Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans. Detailed planning beginning many months out for travel to annual and semi-annual national and international conferences, scheduling additional meetings while attending conferences, with follow through to reimbursement.

Manages planning around annual SGIM meeting.  Responsible for the creation and production of the GIM Annual SGIM Presentation Brochure, extensive document editing and planning of the GIM Annual Dinner at the SGIM Meeting.

Annual Reviews/Evaluations

May initiate responses for Chief’s annual reviews and/or complete and send out responses on his/her behalf, as per established protocols. Contact all Faculty members and request two clinical peer reviews for the current academic year.  Collect all peer reviews, obtain Section Chief signature for all peer reviews, complete a credentialing audit on each faculty file to prepare for Annual Faculty Evaluations.

The General Internal Medicine annual review process is extensive, and takes approximately 6 months +/- to complete.  This begins around May each year with initiating the online annual evaluation process and working with the programmers in the Dean's office to set up the online system evaluation consoles for each of the Unit Directors in GIM. Assign faculty members with Directors in the system, and trouble-shooting the program throughout the evaluation process.  Scheduling the annual faculty evaluation meetings, review all files for current information, hand deliver all faculty files to each individual Director's office and complete the online management input for the majority of the faculty after each meeting.  Retrieve faculty files upon meeting completions.

Joint Commission - Ongoing Professional Practice Evaluation (OPPE): In May, purge files and add new information, review each      file (approx. 130 files) for current information, hand deliver all faculty files to individual manager's offices for June Review. In November, purge files and add new information, review each file (approx. 130 files) for current information, hand deliver all faculty files to individual manager's offices for December Review. At the end of each cycle, go to manager's offices and retrieve files.

Other Administrative Responsibilities

Manages invoices and accounts payable for the department, manages subscriptions.  

Follows up with managers, to ensure adherence to project and tasks deadlines.

Purchases supplies as needed and stays within established budget.

Evaluates, develops and revises administrative systems in order to improve efficiency. 

Performs office related duties such as maintaining departmental files, manuals and records; handling faxes, scanning, filing, photocopying collating materials.

Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning faculty, staff, department, and hospital matters.

Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. 

Acts as a liaison with external customers to ensure efficient communications. 

Conducts online and other types of research.

Performs many other duties as assigned or as necessary.

Must adhere to all of BMC’s RESPECT behavioral standards.

JOB REQUIREMENTS

EDUCATION:

Bachelors Degree in related field is required or a combination of additional experience and training will be considered

EXPERIENCE:

Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

KNOWLEDGE AND SKILLS:

• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

Equal Opportunity Employer/Disabled/Veterans