Executive Assistant Chair

Baystate Health - Springfield, MA

Full-time - Entry Level

Springfield, MA

10,001+ employees

Hospitals

About the position

This position entails executive assistant and administrative duties such as composing and typing complex correspondence, relaying confidential and urgent information, gathering and interpreting information to develop complex reports, maintaining departmental files and databases/mailing lists, updating the departmental website, assisting in processing payment for and monitoring of departmental budgets, creating complex spreadsheets and other documents, and representing the department in exchange of information. The role requires excellent organizational, interpersonal, communications/writing, project management, and customer service skills in serving multiple demands from internal colleagues, senior management, and colleagues/contacts outside of Baystate. The incumbent must manage multiple projects simultaneously, plan ahead, and initiate activities critical to the department. Creativity and flexibility are essential to adapt and respond effectively to the demands of the day, while also demonstrating the ability to work independently and as part of a team. Maintaining a professional image, integrity, and confidentiality of organizational proprietary information is crucial to ensure a positive image and foster a positive work environment. The incumbent is expected to perform other similar and related duties as assigned and routinely assist other administrative support staff within the division and department if time and priorities permit.

Responsibilities

• Schedules meetings, departmental seminars, conferences, interviews, and appointments.
• Completes travel arrangements and maintains Department Chair and Division Chiefs' business calendars.
• Provides overall administrative support to the Department of Healthcare Delivery and Population Sciences.
• Composes and types complex correspondence, memos, and forms in accordance with verbal/written instructions and established department format.
• Proofs and edits final draft materials for accuracy, consistency, and clarity within defined timeframes.
• Formats, proofs, and distributes departmental newsletters.
• Acts as a liaison with other hospital and system departments and committees on behalf of or as assigned by the Department Chair.
• Interacts with a wide variety of hospital executives, staff, and/or outsiders in a professional and efficient manner.
• Maintains collaborative relationships with peers and colleagues to effectively contribute to the achievement of goals and foster a positive work environment.
• Establishes and maintains contacts inside and outside Baystate Health to obtain or relay information, arrange meetings, gather data, etc.
• Receives and screens telephone calls and emails for department and responds to general inquiries or routes to appropriate personnel.
• Updates and maintains departmental email lists.
• Manages and/or assists with special projects as assigned by the Department Chair or the Research Manager.
• Assists investigators with NIH and foundation grant submissions during the 3 yearly grant submission periods.
• Prepares and/or maintains complex administrative reports, spreadsheets, and records in accordance with departmental procedures.
• Performs difficult data and/or information gathering.
• Functions as department timekeeper: manages schedules, enters time off, and updates timecards for the department.
• Enforces Baystate Kronos and departmental time off policies and procedures.
• Aids in monitoring department budgets and accounts for assigned cost centers.
• Initiates and prepares expenditures for office supplies, standard department inventory, travel, etc.
• Accepts receipts and invoices for non-routine expenditures and submits invoices and reimbursements to Accounts Payable.
• Updates Department Chair's CV and department biosketches for grant submission, and assists with updating CVs and Other Support documents for department potential and current faculty members.
• Serves as Academic Administrator and processes department faculty appointments.

Requirements

• 5+ years experience in working in office assistance and administration.
• Knowledge of departmental database software, including expert experience with Microsoft Word, Excel, Outlook and PowerPoint.
• Excellent organizational skills and attention to detail.
• Excellent oral and written communication skills.
• Excellent project management skills.
• Ability to function independently and exercise good judgment.
• Ability to multitask including to prioritize and reprioritize quickly and accurately.
• Ability to work in team settings and create effective partnerships.
• Highly proficient in relevant office automation, including computer skills and programs (Word, Excel, Outlook, PowerPoint and Kronos), office equipment, effective telephone, voice mail, facsimile and e-mail communications.
• Adheres to strict standards of confidentiality in accordance with BHS administrative policy.