Job Profile Summary
This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education. Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand.
Job Overview
This position ensures continuous, efficient, and smooth operation of the department by performing advanced secretarial duties for an executive. Involves being a clerk, receptionist, typist and cognizant of customer service and time. Accomplishes these tasks, in part, by assisting callers, taking messages, managing the department’s calendar, placing purchasing orders and maintaining an up- to-date filing system. Handles matters of a routine nature to conserve supervisor’s time. This position may supervise or oversee the work of others.
Job Description
Minimum Qualifications:
1. High School diploma or equivalent.
2. Five (5) years of related experience.
Preferred Qualifications:
1. Seven (7) years of related experience in healthcare.
Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.
1. Oversees the administration of the Executive’s office; sets priorities; enforces regulations; monitors procedures and recommends changes as appropriate.
2. Performs complex and confidential secretarial duties relating to personnel issues; maintains confidential and sensitive information.
3. Assists in the scheduling and planning of the annual budget process; tracks financial reporting requirements and budget calendars.
4. Monitors progress of projects or grants; ensures deadlines are met; reviews completed tasks; ensures changes are made as appropriate; ensures spending is within budget.
5. Types correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested. Takes and transcribes dictation of a highly confidential nature.
6. Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements.
7. Receives, handles, and transfers phone calls and messages within the department promptly and courteously.
8. Greets visitors in a friendly, professional manner and direct to appropriate person/place.
9. Collects and gathers information needed for conferences, meetings, and reports.
10. Processes all incoming mail, open and date stamp, organize the schedule of Administrative Manager for action, follow-up, file for review.
11. Makes travel arrangements utilizing the hospital travel agent. Arranges flights, hotels and conferences as requested. Maintains appropriate documentation in accordance with established hospital policy and submits expenses for reimbursement.
12. Maintains office files through development of an organized and efficient filing system. Ensures that filing is maintained on a daily basis. Filing will also include maintaining a directory on the hospital network to minimize the need for paper filing.
13. Processes hospital forms including, but not limited to: employee action form, purchase requisition, request for payment, and petty cash. Ensures that appropriate documentation is attached to each form.
14. May act as a lead for other clerical personnel.
15. Maintains and orders office supplies as necessary.
16. Communicates equipment problems beyond the scope of departmental repair to Medical Engineering personnel.
17. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
18. Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.
19. Monitors the unit cost and quality of departmental supplies purchased from outside vendors. Negotiates purchase agreements with vendors.
20. Attends meetings, as requested, and prepares meeting notes for distribution. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.
21. Coordinates the assignment and set up of new staff, processing network request forms, passwords and ordering and setup of new equipment.
Physical Requirements:
1. Normal office setting.
2. Frequent contact with patients, medical staff, and department personnel.
Skills & Abilities:
1. Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
2. Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English.
3. Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint.
4. Ability to ensure accurate message taking.
5. Excellent interpersonal skills.
6. Ability to work under pressure.
7. Ability to visualize the big picture independently with minimal supervision and direction.
8. Excellent proofreading skills.
9. In-depth understanding of office management and daily operations.
10. Working knowledge of office equipment, such as printers and fax machines.
11. Highly resourceful team player who can effectively work with staff and senior level managers.
12. Ability to adapt to conflicting and/or changing priorities.
Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided 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. Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org.
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