Job Summary:
Primary duties and responsibilities:
- Provide advanced and high-level administrative support to the Office of the Chair of Surgery by directing and executing all administrative responsibilities for office and synchronizing top level, complex commitments of Chair’s calendar on Chair’s behalf.
- Demonstrate knowledge and understanding of the organization, functions, policies and procedures of the Department, the inter-relationship with the larger Cedars-Sinai Health System and be able to apply the knowledge to the work of the Office of Chair.
- Works with other departments, leaders across the organization and other partners in the administration of the department. Identify and define any logistics, action items or information needed to assist Chair with maintaining operations. Interface with internal/external stakeholders to support Chair in maintaining and further developing department growth, community outreach activities, as well as relationship building and maintenance.
- Oversee and coordinate day-to-day administrative activities performing routine administrative tasks to facilitate seamless coordination of activities for Office of Chair.
- Manage and maintain the Chair’s calendar, schedule appointments and meetings, coordinate meetings hosted / lead by the Chair to include coordinating room, contacting attendees, facilitating attendee attendance and ensuring required informational materials and equipment are provided.
- Maintain correspondence which is confidential and/or faculty/physician-related concerning hospital matters.
- Screen, prioritize and triage telephone calls, including complex faculty and/or patient calls. Transcribe dictated notes including academic and research items as needed.
- Types from rough draft or verbal instruction correspondences, narrative and statistical memoranda and reports to include composing minutes of meetings, and routine business correspondence for the Chair’s signature either independently or with minimal direction, ensuring spelling, punctuation and grammar are correct.
- Prepare periodic, recurring reports on own initiative or as directed. At the direction of the Chair or designee, research, gathers, compiles and organizes information from other departments, outside agencies, etc., for special reports and information requests.
- Reviews various financial, business and related reports and data provided in response to Chair inquiries and objectives for accuracy and relevance.
- Coordinate year-end, semi-annual and ad hoc faculty, program and division evaluations.
- Coordinate travel for conferences, compiling and organizing accompanying materials and itineraries as well as logistics of transportation, lodging, registration and reimbursements.
- Track Chair expenditure and reconcile variances against budget. Handle purchases for the Office of the Chair. Process and submit items for Chair reimbursement.
- Provide administrative support in coordination with the Chair’s research and invention projects. Helps facilitate grant application by providing updated NIH Bio (for NIH Grants) and an updated CV. Collect letters of support and coordinate meetings between Principal Investigators and Co-PI’s, as well as gather pertinent data as requested.
- Coordinate / support special projects within the department. Assist in planning multi-level, one-time projects within the department, such as symposium, special events, fundraising activities, and academic events at the direction of the Chair or designee.
- Establish and maintain a filing system and multiple database records for the office which incorporates pending projects, research, and departmental files.
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Key Qualifications:
Education:
- High School Diploma/GED required
- Bachelor’s Degree preferred
Skills:
- Strong proficiency with MS Word, PowerPoint and Excel required
- Experience using Calendly, MS Teams, WebEx and Zoom preferred
Experience:
- A minimum of 3 years of progressive experience in executive support required, preferably in a healthcare setting
- Ability to organize complex statistical and narrative reports, charts and exhibits into a complete document suitable for presentation/publication.
- Ability to maintain a curriculum vitae.
- Knowledge and understanding of the organization, functions, policies and procedures of the department, and the inter-relationship with the larger Cedars-Sinai Health System, and the ability to apply that knowledge to the work of the office.
- Demonstrate great tact and diplomacy to maintain the confidentiality and integrity of the office, PHI, HIPPA policies and sensitive medical health records.
- Ability to communicate professionally and effectively with executives, faculty and administrative staff, patients and representatives of public agencies and business.
- Demonstrated ability to compose business letters, edit material and ensure correct punctuation, spelling and grammar; ability to perform simple mathematical calculations.
- Ability to organize and manage audio/visual meetings (MS Teams, WebEx, Zoom), and catering logistics of department meetings.
Working Title: Executive Assistant - Chair of Department of Surgery
Department: Surgery Chair
Business Entity: Cedars-Sinai Medical Center
Job Category: Administrative
Job Specialty: Administrative
Position Type: Full-time
Shift Length: 8 hour shift
Shift Type: Day
Base Pay:$34.25 - $53.09
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