Executive Staff Assistant MGB Department of Urology

GENERAL SUMMARY/ OVERVIEW STATEMENT:
The Executive Assistant manages the affairs of the Office of the Chair of the Mass General Brigham Department of Urology - which includes the Chair as well as the Executive Administrator who reside within the Mass General Brigham Department of Urology Executive Office. The Executive Assistant provides a wide variety of high-level and confidential administrative and coordinative support. As the affairs of the Chair and Executive Administrator necessarily span multiple organizations beyond Mass General Brigham (inclusive of Massachusetts General Hospital, Brigham and Women's Hospital, Brigham and Women's Faulkner Hospital, Newton Wellesely Hospital, various community sites), including Harvard Medical School, Dana-Farber Cancer Institute and various medical and educational organizations, the Executive Assistant must exercise a high degree of professionalism, polish, and independent thinking with minimal supervision, flexibility, and creativity.
Given that the Executive Assistant often serves as the public/business face of the Chair and interacts on the Chair's behalf with the most senior levels of executive leadership at MGB, MGH, BWH and HMS on extremely sensitive matters, an extremely high level of confidentiality and discretion is essential.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Office of the Chair of the Department of Urology
* Under the broad leadership of the Chair, proactively anticipates and independently manages all direct administrative services to Chair and Executive Administrator.
* Exercises judgment in responding to inquiries, while maintaining the highest level of confidentiality; forwards information or resolves, as appropriate.
* Develops and maintains effective and highly professional working relationships with departmental and hospital administration, faculty, trainees, and staff as necessary to carry out goals/projects of the Office of the Chair, Department of Urology.
Communication
* Develops effective methods of communicating with departmental and hospital leadership, trainees, and staff on a regular basis.
* Answers telephones and processes mail using sound judgment in screening and responding to inquiries, and prioritizing requests that need immediate attention. Forwards or resolves as appropriate.
Administration
* Guided by Chair and Executive Administrator, composes, types, prepares, and distributes documents/presentations/analyses in support of Departmental undertakings.
* Coordinates and executes monthly Urology Department Faculty Meetings, which includes, but not limited to, attending monthly meetings in person to take faculty attendance and meeting minutes, conference room scheduling, coordinate catering, transcribe meeting minutes, create file system to maintain all pertinent materials, (i.e., agendas, presentations, etc.). In collaboration with the Executive Administrator, communicate and schedule guest speakers, create/edit meeting slides and agenda preparation.
* Manages various administrative/financial processes, expense report submission and otherwise.
* Ensures and develops appropriate organizational and filing systems in order to seamlessly administer the Office of the Chair of the Department of Urology.
* Coordinates Chair's travel including arranging airline, hotel accommodations, auto rental, and ground transportation reservations. Prepares Travel Expense Report, Non-BWH Reimbursement Forms, and any other travel paperwork necessary to process reimbursement and submits receipts for reimbursement to conference/meeting sponsors and/or BWH as appropriate.
* Prepares physician's medical license(s), DEA certificate, professional liability insurance, subscriptions, etc.; maintains "tickler" file to ensure timely submission/renewal; Prepares and maintains files of hospital and managed care plan credentialing documents; prepares/updates physicians' Curriculum Vitae on a regular basis as needed.
Manages new physician (attending MDs, Fellows, Residents) credentialing, payor enrollment, hospital appointment and HMS appointment. Works with Chief, Senior Administrative Director, Operations Manager, and Clinical Director to provide new staff with appropriate on-boarding and orientation. Proactively manages MD reappointments and recredentialing.
* Works with Education Coordinator to manage and coordinate the MGH Urology/Harvard Sub-Internship rotations. Coordinate with necessary stakeholders and communicate with preceptors and other department members to orient and supervise during rotation.
* Manages and oversees the onboarding and scheduling of Observers, Visitors, and Non-employees. Proactively initiates appropriate documentation for seamless start dates and coordinates with external departments (i.e., HR, OR, Security)
Screens and triages Chief's mail on a daily basis; Responds to correspondence on behalf of Chief as appropriate.
As necessary, assists with the development of the Physician On-Call schedules for the Department of Urology.
Supports scheduling of conference rooms for large meetings/events.
Manages scrub machine and OR Locker access for Faculty, Residents, Fellows, and students.
Calendaring & Meetings
* Maintains and manages schedule(s) and calendar(s) by making appointments and scheduling meetings. Requires coordination across multiple complex calendars; considering internal and external engagements; and actively prioritizing scheduling decisions on behalf of the Chair and Executive Administrator.
* Arranges, facilitates, and manages meetings, compiling required documentation and generating minutes as appropriate.
* Coordinates dinners and lunches on behalf of the Chair and Executive Administrator.
* Supports scheduling of conference rooms for meetings/events.
* Occasionally serve as backup for administrative colleagues.
Recruitment: Faculty/Surgeons/Principal Investigators
* Continually seek ways to streamline faculty recruitment process.
* In consultation with Chair and/or Division Chief, develop a plan for each role to be recruited. Develop a clear position description that includes essential qualifications, experience, and DEI language requirements.
* Manage approval and posting of ads to relevant job boards including Diversity, Equity and Inclusion (DEI) job boards.
* Maintain job board vendor relationships.
* Negotiate advertising contracts.
* Advise Division Chiefs on BWH and Harvard Medical School DEI search criteria.
* Proactively communicate with all stakeholders: BWH senior leadership, Division Chiefs, Administrative Directors, search committee members, candidates
* Data collection:
o For each search create a folder system by which all information is saved and accessed by search committees and DOS leadership
o All applications received are saved for review and tracked for DEI and HMS purposes.
o Harvard Medical School Office of Faculty Affairs search documentation
o Candidate Evaluations
o Offer Letter and employment agreements.
o Manage candidate interviews, first round and second round, onsite interviews.
o Coordinate all stakeholder's availability, candidates, search committees and clinical partners and research collaborators.
o Schedule interviews and create itineraries.
o Plan candidate travel: flights, airport transportation, hotel accommodations, dinner reservations, and process reimbursements
Special Projects
* This position provides program management for the Surgery Grand Rounds Course Director in the implementation and planning of Grand Rounds and Visiting Professor lectures.
* Provide oversight and management of the initial HMS appointment and reappointment processes for all faculty, non-faculty, fellows and students, including coordination with outside consultants for CV preparation and proposal letter writing.
* As the Department of Urology Harvard Medical School CV expert, advise faculty on updating CVs.
* Works with Chair and faculty to pursue HMS promotions. Oversees administrative process and ensures appropriate feedback and responses.
* Plans and executes various special projects relevant to the Office of the Chair, Department of Urology (e.g., programmatic / administrative process changes, etc.).
* Provides support for departmental initiatives and special projects as assigned by the Chair and Executive Administrator.
* Often performs other duties as assigned or as responsibilities necessitate.
* Maintains materials for documenting Continuing Medical Education (CME) credits on an ongoing basis.
Fiscal Responsibilities
* Responsible for good fiscal stewardship of the Office of the Chair of the Department of Urology budget

QUALIFICATIONS:

• Bachelor's degree strongly preferred.
• Master's degree in a relative field, preferred.
• Minimum of 3-5 years related work experience and/or direct executive-level support preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

Must have excellent written, interpersonal and oral communication skills and the ability to handle sensitive and highly confidential issues are essential. Self-motivated and ability to function independently and effectively in a dynamic environment; able to develop timelines and meet deadlines with proven or demonstrated ability to effectively respond to time-sensitive issues. High level of attention to detail and quality standards Positive attitude High level of professionalism Outstanding organizational skills are necessary to manage many competing responsibilities. Ability to effectively supervise and/or plan for the timely and successful completion of short- and long-term objectives. Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency, including senior hospital leaders, division faculty and support staff, representatives of other BWH and DFCI offices, collaborating institution officials, granting agencies (NIH, industry, and foundations) representatives, and vendors. Interpersonal relationship skills needed to motivate others and work with many hospital-wide department heads, administrators, and physicians in a positive and collegial fashion. High proficiency with Microsoft Excel, Outlook, Word, PowerPoint, and Dropbox.

The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

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