SECRETARY TO CHAIRPERSON

This position will directly support the Chair and Unified Administrator, and collaborate with the department team on special projects and deliverables for the leadership team. This position must be able to triage and re-prioritize projects and unexpected events independently and promptly to ensure the Chairs administrative needs are met efficiently, professionally and with the highest level of quality. Crucial elements required of this position are confidentiality, tact and discretion to handle sensitive matters. Position may be responsible for attending executive meetings including preparation of materials, taking minutes, and tracking the chairs expectations and deliverables.

The Chair's schedule is highly complex and requires accuracy and efficiency on the part of this position to maximize opportunities for meetings and minimize disruptions. This position will be responsible for the Chair's calendar management, phone triage, distribution of materials and communications, special projects and administrative needs.

Issues and priorities may not always be well-defined due to changing demands and this position will be required to determine the scope of problems and make recommendations.

The incumbent often operates with limited information and usually with time constraints. A high degree of independent judgment, extremely specific attention to detail analytical skills to prioritize urgency levels, and tactful handling of sensitive matters (calls, emails, etc).

Responsibilities include but not limited to

Provide administrative support to the Chair and the Unified Dept Administrator (UDA) of Neurosurgery including but not limited to: phone triage, managing communication with leadership team and complex scheduling of meetings calendar management

Schedule, coordinate and verify all travel and accommodation needs for meetings, conferences and other related travel. Maintain travel schedules to resolve scheduling difficulties.

Act as a primary liaison with the department faculty and staff to ensure consistency of scheduling, administrative procedures and processing of documentation.

Work to ensure that a clear, accurate system for tracking all approvals required of chair (salary changes, faculty contracts, departmental expenses, IARs) is maintained.

Work with support staff in the department to ensure that all necessary materials for Chair interaction with department faculty is prepared and available for interaction with departmental leadership.

Manage all technology related issues for the Chair such as trouble shooting cellphone and laptop issues, and coordinating with technology personnel to resolve them.

Attend meetings and responsible for meeting notes, follow up and execution. Collaborate with Chair ensure operational deliverables are communicated, organized and met.

Participate in hospital-wide initiatives as needed to collaborate on projects and deliverables.

Requirements

Bachelor' degree required, Master's degree preferred

At least three (3) years secretarial experience in a related field

Knowledge of Microsoft Office and scheduling apps

Department: Neurosurgery Bargaining Unit:Non UnionCampus:MOSES Employment Status:Regular Full-TimeAddress:3316 Rochambeau Ave, Bronx

Shift:DayScheduled Hours:8:30 AM-5 PMReq ID:222012Salary Range/Pay Rate:-$29.22

For positions that have only a rate listed, the displayedrate is the hiringrate but could be subject to change based on shift differential, experience, education or other relevant factors.

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