EXECUTIVE STAFF ASSISTANT TO NEUROLOGY CHAIR Job in Boston, Massachusetts US
EXECUTIVE STAFF ASSISTANT TO NEUROLOGY CHAIR
Job Description The Executive Assistant manages the affairs of the office of the Chief in the Department of Neurology at MGH. This person will direct and provide a wide variety of high-level and confidential administrative and operational functions and department projects. The affairs of the Chief necessarily span multiple organizations beyond MGH, such as Partners Healthcare System, Harvard Medical School, various research organizations (e.g., the NIH), various biomedical industry organizations, assorted academic journal publications, and the Executive Assistant must always exercise a high degree of professionalism, sophistication, independent thinking with minimal supervision, flexibility, and creativity. The Executive Assistant serves as the public/business face of the Chief and interacts on the Chief?s behalf with the highest levels of executive leadership at MGH, PHS, and HMS on highly sensitive matters and must maintain a very high level of confidentiality and discretion through all communications. In addition, the executive staff assistant will manage independent projects that enhance the functioning and development of the Department of Neurology. Independently manage office of the Chief and provide direct administrative services to the Chief, Vice-Chair, and senior administrative leadership as necessary. Plan and manage wide variety of special projects relevant to the office of the chair (e.g., programmatic/ administrative process changes, space/IT renovations, office moves, department events/functions, etc.). Develop and monitor all project expenses to ensure budget restrictions are maintained. Manage compliance and regulatory projects of department to CAP and privacy policies instituted by MGH, Partners, and the Department of Public Health. Oversee faculty promotions process through recommending eligible physicians and coordinating department promotions committee. Conduct financial reporting and analytics related to Chief?s research and sundry funds. Coordinate research and grant proposal submissions. Communicate with department and MGH research administration groups to ensure accurate submission for Chief review. Evaluate proposals for completeness, make revisions to final proposal and track status of pending submissions for Chief. Facilitate confidential departmental senior faculty searches (including division chiefs, vice chairs, and all department faculty members). Manage direct communication with candidates and search committee members and oversee course of search process. Ensure adherence to HMS and MGH requirements throughout interview process, with attention to confidentiality, payment/reimbursement, offer process, and announcement. Develop effective methods of communicating with Department of Neurology and MGH administrative leadership, trainees, and service staff on a regular basis. Serve as liaison for Chief in correspondence with present and potential donors to department. Manage complex calendars, with emphasis on prioritizing internal and external engagements, and actively prioritize scheduling decisions on behalf of the Chief. Independently make arrangements for meeting sites and all meeting-related details with minimal direct supervision. Exercise judgment and discretion in responding to inquiries and triage information from patients, department members, and hospital leadership to Chief as appropriate with goal to resolve high volume of matters independent of direction from chair. Provide Chief with administrative support through development, monitoring and control of departmental processes including the preparation of American Neurological Association, Institute of Medicine and American Academy of Neurology nominations as necessary for submission; preparation of high-level presentations of chair including slides and talking points; and inform Chief of relevant department projects and needs. Outstanding interpersonal and problem solving-skills with the ability to handle sensitive and highly confidential human resources issues. Excellent written and verbal communication skills required to interact effectively with a senior hospital leaders, division faculty and support staff, representatives of other MGH departments, collaborating institution officials, granting agencies (NIH, industry and foundations), representatives, and vendors. Ability to work independently and to accept responsibility for complex and sensitive decision-making as it relates to the overall conduct of the Neurology Chief. Interpersonal relationship skills to motivate others and work with many hospital-wide department heads, administrators, and physicians in a positive and collegial fashion. Adhere to strict confidentiality in all activities that support Neurology Chief. Ability to function independently and accurately with skills to concisely disseminate information to department and chair correspondents in both written and verbal formats as appropriate. Work within, legal, regulatory, accreditation and ethical practice standards relevant to the position as established by MGH/Partners. Ability to analyze complex financial statements. Bring potential matters of non-compliance to the attention of the Chief, Vice-Chair, or Sr. Administrate Director. Strong computer sills with proficiency in Microsoft Office applications (e.g. Word, PowerPoint, Excel). Bachelor?s degree required. Minimum of 5 ? 8 years of relevant experience working directly with a high-level executive. May supervise 1-3 FTEs. Provide monthly reporting and preliminary analytics of Chief?s research and sundry funds. Manage project budgets. Ability to function independently in fast-paced office environment.