Description

Summary

The Senior Executive Secretary will provide comprehensive administrative support to the Division Chief and physicians in the General Surgery, Endocrine Surgery and CT Divisions, as well as the Department of Surgery faculty.Responsibilities include setting up division meetings, distribution of financial reports, scheduling one-on-one reviews, transcribing and processing meeting minutes and maintaining the confidential files.

The Senior Executive Secretary supports three Oncology/Endocrine Surgeons, one General Surgeon and three CT surgeons. This division is a high volume division that requires a large amount of administrative organization. The candidate will be responsible for accurately recording the minutes, a necessity for documentation, will be lead in setting up meetings, maintaining attendance, and ensuring the meetings are scheduled in a timely fashion. This candidate will be primary in organizing, planning and executing the yearly Thyroid Symposium.

The Senior Executive Secretary's administrative duties include but are not limited to maintaining calendars and schedules, maintaining accurate curriculum vitaes, keeping all medical licenses and credentialing up to date. Must respond to office calls, organize travel arrangement; process reimbursements, departmental work orders, and supplies requests, assisting with preparing correspondence, power point presentations, manuscripts and grant proposals. The Senior Executive Secretary will coordinate credentialing and faculty appointments, and all other division activities.

Required Knowledge, Skills, and Abilities

• Proficiency inMSWord and Excel, database and graphics software packages, as well as internetand literature search functions.
• Knowledge ofmedical education process and vocabulary.
• Excellentwritten and verbal communication skills.
• Excellent telephonemanners and interpersonal skills.
• Ability tocomplete tasks independently using effective time management skills.
• Ability to workas a team and organizing a team approach to manage departmental tasks.
• Ability tomaintain confidentiality in all work performed.

Required Education and/or Experience

• High school diploma or equivalent
• Five years executive level secretarial experience

Preferred Qualifications

• Bachelor's degree
• Experience working for an academic/higher education institution.
• Experience in web design preferred