Executive Assistant to the Director of Psychiatry
2 weeks ago
The Executive Assistant to the Director of Psychiatry provides high-level administrative support to the Director and the Psychiatry leadership team. This role requires exceptional organizational, interpersonal, and computer skills, as well as independent judgment to anticipate and effectively problem-solve.
Key Responsibilities- Provides administrative support to the Director and Psychiatry leadership team, including composing, typing, and distributing written materials, such as email correspondence, memos, and meeting minutes.
- Maintains and manages the Director's schedule and calendar, making appointments and ensuring timely submissions of expense reports.
- Coordinates and prepares for meetings, including securing meeting space, necessary items, and sending reminders.
- Answers telephones, screens, and responds to calls, prioritizing and forwarding or resolving as appropriate.
- Maintains effective working relationships with administration, clinical staff, and departments across BWFH and MGB.
- Responsible for inventory and purchasing of administrative office supplies used within the Department of Psychiatry.
- Assists the department director with one-time purchase requests, check requests, and coordination of regulatory applications.
- Assists with administrative duties for the Chief Resident of Psychiatry.
- Updates and distributes CL and Resident call schedules monthly, Post-Call Resident Supervision schedule (monthly), and MD coverage schedules on an as-needed basis.
- Ensures successful onboarding of all incoming Residents, PA, and Medical students, including obtaining badge access, submitting POI forms, requesting Epic access, and sending welcome emails.
- Ensures all accounts payable and receivable are paid properly, including submitting invoices from various vendors and tracking payment.
- Updates and distributes departmental phone list for the Department of Psychiatry.
- Responsible for the time-sensitive submission of all petitions for commitment to the inpatient psychiatry unit, ensuring all information and updates regarding court hearings are disseminated to the appropriate people, and certified medical records are sent to the appropriate people prior to any hearings.
- Provides administrative backup coverage for the Administrative Director and Practice Manager.
- Ensures timely outgoing electronic and paper mail to meet deadlines.
Brigham and Women's Faulkner Hospital, an affiliate of Mass General Brigham, is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable, and inclusive organization, reflecting the diversity of the patients we serve.
Qualifications- Associates Degree required; Bachelor's Degree preferred.
- 2-4 years in an office setting preferred.
- Staff Adheres to all C.A.R.E Standards.
- Excellent verbal and telephone skills.
- Time management, ability to organize and manage multiple priorities, and take initiative.
- Strong team player.
- Ability to manage confidential information.
- Proficient computer skills, including Microsoft Office (Word, Excel, PowerPoint), Outlook, and Workday.
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