Executive Assistant

2 weeks ago

Providence, United States Brown Surgical Associates Full time
Job DescriptionJob Description

GENERAL SUMMARY:

Functions as the administrative assistant to the Department of Surgery by providing support to the Division of Thoracic and the Department of Surgical Education primary accountability to the office manager. Establishes and maintains related automated and manual documentation systems in support of program operation and development in accordance with hospital, university, accrediting and funding organization standards. Excellent interpersonal skills as well as a comprehensive knowledge of the University and Lifespan hospital policies and procedures are required. The administrative assistant is to meet the goals of the Department of Surgery.

Works independently, receiving little detailed supervision and guidance. Thorough knowledge of Microsoft Office and the administrative routine of the Department of Surgery are fundamental to the position. Exhibits an understanding of the organization, its programs and procedures related to the operation of the office. Strong attention to detail. Expert handling of department issues and confidentiality is mandatory.

ESSENTIAL FUNCTIONS;

• Maintains appointment schedule arranges for meetings and conferences.

• Books and makes reservations for travel and lodging accommodations as necessary for seminars and conferences including reimbursements.

• Takes shorthand and/or transcribes dictation of correspondence reports and memoranda.

• Performs a wide variety of typing duties such as composing correspondence (ex: letters of recommendations) and preparing forms tables charts records statistical tables and schedules.

• Research fact finds and assembles initial materials and data for various projects as requested.

• Assists with fellowship educational activities including curricula, fellow evaluation, clinic participation, case logging, duty hour monitoring, license verification and renewal etc., to assure program compliance.

• Assists with educational events such as orientation, graduation activities, teaching conferences and attends educational committee meetings.

• Assists the program director with site visits and annual updates to the Fellowship

Council/ACGME and GME office.

• Assists with fellowship recruitment, including processing and assessing applicants and coordinating interview dates.

• Interacts and provides administrative support to medical affiliated hospitals students, residents, and the Department of Surgery.

• Assists with website maintenance.

• Responsible for any other duties as may be assigned by the manager.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Graduate of an accredited secretarial school or college

• Three to five years' experience in an administrative office setting

• Computer proficiency in the following applications: Microsoft Office Suite, database development and maintenance, and Google documents/drive

• Attention to detail demonstrated by the utilization of proofreading, editing, and typing accuracy.

• Requires the ability to prioritize tasks and ability to meet strict deadlines independently.

• Ability to represent the organization and the Department of Surgery in a professional manner and promote a positive image of the organization and its services.

• Employees are required to be vaccinated against Covid as a condition of employment.

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