City
 
Date Posted
10 / 22 / 2020
Grade
15
Hours Required
40 Hours
Department
Outpatient Psychiatry
Schedule
Full-Time
Education
High School or Equivalent Required
Location
Mount Auburn Hospital - Cambridge, MA

Administrative Secretary

Mount Auburn Hospital - Cambridge, MA

Description:

Principal Duties and Responsibilities

 1.      Coordinates the day-to-day activities for the chairman's office; assumes primary responsibility for organizing the chairman's mail, telephone calls, scheduling, and travel plans, using appropriate judgment to prioritize and selectively attend to requests directly, as the chairman delegates.

 2.      Assists the chairman in coordinating departmental educational activities, including Harvard Medical School courses, faculty appointments, and meetings.  Implements Psychiatry Grand Rounds, planning, scheduling, and communicating directly with speakers, coordinating audio-visual equipment needs, and generating related correspondence.

 3.      Processes and proofreads confidential correspondence, financial reports, contracts, complex proposals, and manuscripts, requiring sophisticated word processing and computer skills.  Sets up and maintains filing, logging, and computerized monitoring systems, updating/revising when appropriate and necessary.

 4.      Assumes primary responsibility for telephone coverage, screening, and "triaging" calls, relaying messages, and providing information and assistance as necessary to physicians, patients, hospital departments, administration, and outside professionals from the psychiatric, medical, and academic communities (local, national, and international).  Assumes primary reception responsibilities for the chairman's office, greeting patients and visitors, and sorting and distributing mail.

 5.      Coordinates departmental credentialing activities in collaboration with the Medical Staff Office and ensures timely completion of the staff application/appointment process, ensuring that files are complete, that information is given to the appropriate people, and that materials are routed appropriately.  Schedules monthly departmental and clinical services committee meetings as directed, notifies committee members, and attends meetings to take and record accurate minutes as required.  Communicates and follows up with staff to assure provision of necessary provider numbers and compliance with Medicare Time Sheet requirements.

 6.      Maintains drug cabinet and coordinates drug company visits with Psychiatry staff as well as the Pharmacy Department.

 7.      Takes primary responsibility for the efficient day-to-day physical operation of the administrative office and reception area, arranging for service and maintenance requests for departmental equipment and surroundings (copier, computers, typewriters, telephones, bathrooms, fax machine), ordering supplies and stationery within budget constraints, and appropriately initiating proposals to directors for more efficient and comfortable use of area for staff and patients.

 8.      Assists the directors in special projects relating to program development, gathering data, and preparing special reports, as requested.

 9.      Assists with overflow duties of other office staff members as their absences, workload, and shifting priorities dictate.

10.   Supports scheduling needs for the entire outpatient department and other administrative tasks (copying, scanning, etc.)   

11.     Works under ongoing supervision of the office manager and appropriate direction from various program directors when appropriate.

 

 

Requirements:

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

1. Strong secretarial skills, equivalent to an Associate's degree in secretarial science. Clerical speed (typing of 55 words per minute) and accuracy. Organizational skills, facility with numbers and financial data. Experience with word processor/personal computer necessary. Two years of secretarial experience, background in medical field helpful.

2. Good interpersonal skills and ability to deal effectively and tactfully with patients, physicians, and others; must be able to work under pressure of fluctuating deadlines and priorities.

3. Ability to take independent responsibility for functions, with some supervision.

4. Must be willing to travel to meetings/receptions, as needed.

WORKING CONDITIONS

1. Normal office environment-shared.

2. Performs data entry with repetitive hand movement, and visual concentration at video display terminal, in order to review and enter data.