Job Details

ID #15363286
State Massachusetts
City Boston
Job type Full-time
Salary USD TBD TBD
Source Tufts Medical Center
Showed 2021-06-11
Date 2021-06-11
Deadline 2021-08-10
Category Et cetera
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Executive Assistant - Radiation Oncology

Massachusetts, Boston, 02108 Boston USA

Vacancy expired!

Job Description

This position performs duties requiring expert level administrative support and project management skills to assist a Vice President of a major corporate function, where assignments involve work of a confidential, complex nature and involve handling information of strategic importance. High-level contacts require the use of considerable discretion, judgment, tact, and diplomacy.

Under the general direction of the Vice President, the Executive Assistant provides day to day scheduling, meeting coordination and project implementation. Additionally, the Assistant serves as a liaison to board level volunteers, physician and executive leaders on behalf of the Vice President and in support of departmental activities. The Executive Assistant is the gatekeeper, serving a principal role in the scheduling and coordination of agendas and projects for the Vice President.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:

  • Produces correspondence, memos, and reports from dictation, drafts, models, etc. Edits material for grammar, spelling, and format and high quality presentation and style. Prepares high quality presentation graphics (using PowerPoint or similar applications software).
  • Expedites the volume production of special reports, brochures, annual reports, manuals, etc. Coordinates efforts with Marketing/Communications, the executive offices, etc., as well as outside vendors to assure production schedules are met.
  • Attends meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.
  • Composes or selects letters based on supervisor’s general instructions. Responds to routine inquiries.
  • Arranges a wide variety of inside and outside meetings, special events and activities for the Vice President. Prioritizes events for the most efficient use of available time. Makes travel arrangements for extended trips and groups.
  • Coordinates large, complex internal and external meetings, seminars, and similar events. Coordinates production of meeting agenda.
  • Communicates with a wide variety of high-level executives and officials to exchange critical or sensitive information and expedite matters on behalf of superior. Monitors progress on important matters and follows up to ensure disposition. Assignments involve work of a complex and confidential nature, necessitating exposure to highly sensitive information, and requiring considerable discretion, judgment, tact, and diplomacy.
  • Receives phone calls and messages, provides informed interpretation on procedures and policies to high level internal and external customers, refers matters to appropriate executive, function, or department within Tufts Medical Center.
  • Provides assistance with administrative processes associated with the department or function.
  • Expedites a wide variety of highly sensitive administrative matters requiring a basic understanding of hospital policies and operational issues.
  • Processes and follows up to expedite office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.
  • Follows up with a variety of personnel within and outside of the organization to ensure timely completion.
  • Provides guidance to departmental personnel in hospital administrative policies and procedures.
  • Prepares and manages the departmental operating budget. Monitors expenditures against the budget and reports significant variations.
  • Independently performs assigned portions of highly sensitive projects, determining sources and method of obtaining information, data requirements for assigned information, as well as analytical techniques. Prepares reports and recommendations for action by superior.
  • Prepares reports using statistical or financial tables, which may involve the development of original formats of graphs and charts for meaningful presentation of data.
  • Uses standard and internet/information research skills.
  • Sets up and maintains files and records of extremely sensitive, confidential information, ensuring efficient retrieval.
  • Utilizes database applications software maintains reports appropriate to informational needs, and arranges and maintains information. Develops and produces a variety of reports.
  • Ensures adequate inventory of office supplies and basic maintenance of office equipment. Coordinates the timely repair of office equipment.
  • Ensures basic setup and maintenance of office personal computers and associated equipment. Ensures timely service.
  • May perform the following lead duties to coordinate activities and assigned personnel (where applicable):
  • Plays a lead role in implementing new or revised systems and procedures. Performs basic trouble-shooting and provides feedback on process improvements.
  • Orients new employees, trains employees in new procedures and provides ongoing instruction as appropriate.
  • Relays work instructions provided by supervisor.
  • Schedules, distributes, and monitors the flow of work for assigned group of employees.
  • Provides recommendations to manager or supervisor for the most efficient utilization of assigned personnel.
  • Provides information regarding employee job performance to supervisor.
  • Assists in ensuring that employees are provided with appropriate resources and methods.
  • Reports employee problems or unusual occurrences to the supervisor.
  • Trains, schedules, and provides work direction to associated secretarial and clerical staff, and temporary employees.
  • Typical applications software used: word processing, spreadsheet, presentation graphics, and database. Additional applications software such as for project management, scheduling, budgetary control, etc.
  • Performs miscellaneous clerical duties: collate, sort, fax, file, distribute, and retrieve documents and mail. Records and relays phone messages.
  • Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
  • Ensures compliance with health and safety requirements and with regulatory agencies such as DPH, etc.
  • Ensures compliance with established hospital policies, quality assurance programs, safety and infection control policies and procedures.
  • Maintains collaborative team relationships with peers and colleagues in order to effectively contribute to the working group’s achievement of goals, and to help foster a positive work environment.
  • Performs other similar and related duties as required or directed.

Qualifications

JOB KNOWLEDGE AND SKILLS:

  • Demonstrable commitment to the highest standard of ethical and professional conduct in accordance with the Association of Fundraising Professionals Code of Ethical Principles and Standards, The Donor Bill of Rights, and HIPAA. (Membership in AFP is not required.)
  • Must be able to provide high quality, efficient administrative support to a Vice President in a large healthcare organization.
  • Must possess a high level of professionalism and commitment to customer service.

EDUCATION:

  • Associates Degree required.

EXPERIENCE:

  • Five or more years of administrative support experience.

An equivalent combination of education and experience, which provides proficiency in the areas of responsibility listed above, may be substituted for the above education and experience requirements.

WORKING CONDITIONS/PHYSICAL DEMANDS:

  • Normal office work environment.

Additional Information

AMERICANS WITH DISABILITIES STATEMENT:

Must be able to perform all essential functions of this position with reasonable accommodation if disabled.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Tufts Medical Center reserves the right to modify position duties at any time, to reflect process improvements and business necessity.

All your information will be kept confidential according to EEO guidelines.

AMERICANS WITH DISABILITIES STATEMENT:

Must be able to perform all essential functions of this position with reasonable accommodation if disabled.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Tufts Medical Center reserves the right to modify position duties at any time, to reflect process improvements and business necessity.

All your information will be kept confidential according to EEO guidelines.

Vacancy expired!

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