Location: CHA Cambridge Hospital 

Work Days: 8:30-5pm  

Category: Clerical and Administrative Support  

Department: Surgery Administration  

Job Type: Full time  

Work Shift: Day 

Hours/Week: 40.00 

Union Name: Non Union

DEPARTMENT DESCRIPTION:

The CHA surgery team has highly skilled providers who help thousands of patients each year. We offer a wide range of surgical subspecialties, treating patients with many different needs – from foot care to eye surgery and nearly everything in between. Led by a team of fellowship-trained physicians, the surgery team sees patients at all three CHA Hospitals, with surgeries performed at either Cambridge or Whidden Hospital. We work closely with the BIDMC Department of surgery

Summary:
Under the general supervisions of the Chief Operating Officer/Chief Nursing Officer (COO/CNO) and in accordance with established policies and procedures, performs a wide range of complex executive assistant functions and a multitude of office procedures in a manner to effectively promote and support the efficient operations of the Clinical Operations Administration.

Responsibilities:
• Provides a variety of administrative functions to support the work of the COO/CNO.
• Assists in the coordination and execution of executive-level work plans and projects. Often must work independently, with minimal direction to complete multiple projects in a timely manner as requested by COO/CNO.
• Assists in preparation and follow-up of COO/CNO’s meeting by preparing materials, minutes and all necessary follow-throughs.
• Serves as clinical and operating staff liaison: attends meetings, distributes pertinent information, ensures completion of identified action items and is responsible for all communication to and from staff under the direction of COO/CNO.
• Attends meetings as requested to provide staff support to COO/CNO. Writes and inputs all minutes, memos, correspondence and reports as directed.
• Ensures appropriate handling of confidential information and prioritizes all incoming correspondence and telephone calls to identify urgent matters.
• Organizes daily activities of office, including work processing/typing, mailings/correspondence, and purchasing supplies. Coordinates COO/CNO’s schedule including meetings, special events and travel.
• Maintains computer data bases.
• Creates a professional and receptive office environment.
• Coordinates all levels of detail regarding special events and functions as may be necessary for Hospital Clinical Operations Administration.

MINIMUM QUALIFICATIONS:

Proven administrative skills acquired through a minimum of 3 years experience in an Executive Assistant or Executive Secretary capacity, preferably within a health care service industry. Formal training, from an accredited program can be substituted for 1 year of equivalent experience. Baccalaureate degree education level strongly preferred, and may be substituted for 4 years of equivalent experience.
Excellent clerical, interpersonal, organizational and writing skills required. Familiar with standard business language and practices including but not limited to business typing, telephone courtesy, professional office behavior, customer service and principles of record/business confidentiality. A minimum of 50 mailable words per minute required (word processing/typing). Typing test will be provided.
Computer literacy sufficient to perform word processing functions, maintain organizational files and data base information. Fluency in Windows ’2000, Microsoft Office and Word software required. Meditech and Excel strongly preferred.
Proven ability to handle many projects and interface effectively with many important constituencies required. Provide thorough, accurate and timely project completion. Experience working independently, and as part of a team.

 
In keeping with federal, state and local laws, Cambridge Health Alliance (CHA) policy forbids employees and associates to discriminate against anyone based on race, religion, color, gender, age, marital status, national origin, sexual orientation, gender identity, veteran status, disability or any other characteristic protected by law. We are committed to establishing and maintaining a workplace free of discrimination. We are fully committed to equal employment opportunity. We will not tolerate unlawful discrimination in the recruitment, hiring, termination, promotion, salary treatment or any other condition of employment or career development. Furthermore, we will not tolerate the use of discriminatory slurs, or other remarks, jokes or conduct, that in the judgment of CHA, encourage or permit an offensive or hostile work environment.