Executive Assistant, Department of Surgery

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Description:

Provides diverse and advanced administrative support for RN Senior Leadership and Chair of Department of Surgery. The position requires broad and comprehensive experience, skills, and knowledge organizational policies and practices. The position handles complex assignments and information/documents of the highest confidential nature and strategic importance. Duties involve interfacing with faculty, medical staff, patients, and various hospital and BILH System administrative management and staff, which requires considerable tact and diplomacy. May coordinate the work of associated medical office and assigned staff.

Essential Duties & Responsibilities (including but not limited to):

• Coordinates and processes office administrative processes.  Utilizes MS Office and graphics software to format and generate various materials for meaningful presentation of data including but not limited to correspondence, memos, reports, charts, tables, manuals, and minutes of meetings, slides and presentations requiring a high standard of quality.

• Establishes and maintains the Chair’s calendar making decisions regarding meeting schedules, appointments and travel time.  Prepares agendas and appropriate documents to ensure efficient management of meeting schedules.  Makes hospital related travel arrangements as needed for Chair and handles arrangements for visits by vendors and other visitors/guests.

• Acts an advisor to internal and external contacts and makes appropriate decisions.  Monitors progress on important matters and follows up to ensure disposition.  Answers questions and provides assistance relating to office operations, administrative processes, and established policies and procedures.  Coordinates special projects as warranted for support of the executive office (e.g. board meeting, committee meetings, special presentations, departmental policies, events, or reports, database maintenance etc.).

• Utilizes technology and process improvement to improve efficiency.  Performs trouble-shooting, provides feedback, and assists in implementing new or revised systems and procedures.

• May perform duties to coordinate medical office activities as assigned to include training, and scheduling the work of any departmental assigned employees, recommending processing improvements and implementing new procedures, and monitoring employee performance.

• Transcribes medical reports for Chair from dictation.  Produces correspondence, reports, memos, etc. from dictation drafts, models, etc.  Proof reads/edits manuscripts, grant applications, academic and professional papers, and other material for appropriate grammar, spelling, format and style.

• May serve as coordinator of divisional residency, fellowship, clerkship, and/or graduate or undergraduate education programs.

• Schedules and coordinates patient visits, medical procedures for both inpatients and outpatients with admitting, the OR, testing centers, pre-admission, etc.

Minimum Qualifications:

• Associate degree or equivalent from two-year College required, Bachelor degree preferred.

• 5-7 years of related experience, preferably in a healthcare organization.

• Demonstrated leadership experience to navigate, facilitate and influence work.

• Excellent skills in diplomacy, discretion, tact, and proper judgement.

• Possess strong analytical and organizational skills, with strong business judgement. 

• Ability to prioritize workload of competing importance and multi-task, along with attention to detail.

• Ability to adhere to an expectation of complete confidentiality on all hospital related matters.

• Demonstrate proficiency with Microsoft products (Excel, Word, PowerPoint). Advanced technical, computer, and internet skills, including video/virtual conferencing software are needed.

• Prior experience managing projects and be confident in handling new tasks.

• Broad understanding of hospital policies and practices.

• Work independently, as well as working with others in a team environment assisting when necessary.

• Excellent communication skills with the ability to network effectively with peers.

• Provides back-up EA for the President as needed

Physical Requirements & Environment:

Normal office environment. 

Pay Range:

The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.