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Job Type:

Regular

Scheduled Hours:

40

Work Shift:

Day (United States of America)

Reporting to the Director of Operations Management and Chair, Department of Medicine, the Executive Assistant completes a wide variety of complex administrative tasks including managing an active calendar, composing and preparing correspondence and documents, which at times are confidential, preparing faculty appointments and credentialing materials, coordinating physician recruitment initiatives, timely payment of reimbursements, and coordinating departmental special events and department communication, such as a department newsletter. The Executive Assistant provides a bridge for smooth communication between the Chair’s Office, the Chiefs, and intra/interdepartmental stakeholders demonstrating trust and support with leadership, physicians, staff, patients, and families. Prioritizes conflicting needs, handles matters proactively, and follows through on issues and projects to completion, often with deadline pressures.

Job Description:

Primary Responsibilities

• Manages and coordinates the day-to-day operations of the Chair’s office. Oversees a variety of administrative responsibilities. Represents the Department and Mount Auburn Hospital to internal and external constituents and organizations.

• Coordinates the complex calendar, including making necessary travel arrangements and managing the clinical, administrative, educational, and/or research roles of the Chair.

• Collaborates with Departmental and Hospital leadership to coordinate physician recruitment activities for the Department which includes, but may not be limited to, assisting with advertisements according to Beth Israel Lahey Health (BILH), Mount Auburn and Harvard Medical School (HMS) standards, coordinating interviews when necessary, collecting interview feedback, and compiling credentialing information for newly hired physicians in preparation for the Medical Staff Office/Credentialing Committee review.

• Working closely with the Medical Staff Office (MSO) facilitates provider credentialing for the Department and serves as liaison with the medical staff office for the successful completion of initial and reappointments to the hospital.

• Initiates and processes Harvard Appointments and promotion materials on behalf of the faculty and residents within the Department. Works closely and collaboratively with HMS to meet standards and achieve desired outcomes. Troubleshoots information on behalf of physicians as necessary.

• Maintains the Department’s Active Directory information when onboarding and off-boarding Department staff.

• Works closely with Department Chiefs to develop a list of biennial reviews and maintains the files of those reviews.

• Works with Department colleagues to collect, edit and publish materials for the Department of Medicine Newsletter.

• Researches, prioritizes and follows-up on incoming issues and concerns addressed to the Chair, including those of a sensitive and confidential nature. Works closely with the Chair, or designee, to determine the appropriate course of action, referral, or response.

• Administratively supports standing Committees by coordinating meetings, booking rooms, sending out reminders, taking and distributing minutes and coordinating catering.

• Compiles, edits and prepares information from stakeholders to ensure accurate and timely updates of information. Prepares updates for Chair’s review.

• Is a liaison with other administrative staff across the BILH system administrative and clinical departments on behalf of the Chair.

• Processes, tracks and documents all payment requests and reimbursements for assigned budgets.

• Updates and posts Chair call schedules and works with Telecommunications to maintain up-to-date paging information.

• Maintains schedules and processes weekly payroll for several department cost centers. Works with Payroll to resolve issues or facilitate complex issues.

Required Qualifications

• Must possess the level of knowledge normally acquired through the completion of at minimum an Associate Degree along with 5-7 years of progressively responsible experience.

• Must possess the analytical skills to research and resolve issues independently, compile information and synthesize information for leadership.

• Must have demonstrated skills in diplomacy and discretion.

• Strong customer service and high emotional intelligence skills required to effective work with a varied group of peers and colleagues.

• The ability to communicate effectively, both orally and in writing, build strong work relationships and provide empathy in difficult interpersonal situations.

• Must be proficient in Microsoft Office products to be able to achieve work products and deadlines.

FLSA Status:

Exempt

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more (https://www.bilh.org/newsroom/bilh-to-require-covid-19-influenza-vaccines-for-all-clinicians-staff-by-oct-31) about this requirement.

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Equal Opportunity Employer/Veterans/Disabled