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Job Details

Executive Assistant I

Category: Clerical and Administrative Support
Cambridge, MA

Department: Ob/Gyn
Employment Type: Full Time
Job Type: Non-Union
Work Shift: Days
Work Days: Days shift, flexible hours, occasional evening hours
Hours/Week: 40
Date Posted: 06/06/2017
Requisition Number: hrq-76317

Job Details

  • We are an OB/GYN practice with a multidisciplinary team consisting of MD's and Midwives caring for a diverse population with OB and GYN needs. We provide care to women of all ages in a culturally competent environment. The executive assistant will provide administrative support to the Chief of OB/GYN.  

    Job Purpose: Maintains appointments and meetings for the Chief of OB/GYN Sends out meeting reminders and agendas to appropriate personnel. Coordinates and maintains professional activities as directed by the Chief of OB/GYN. Prepares PowerPoint presentations, sets up meeting rooms and media technology as directed. Organizes and maintains personal files for the Chief of OB/GYN including, but not limited to, professional journals, research, media presentations, education materials, and correspondence. Orders business equipment and supplies for the Department of OB/GYN as appropriate. Prepares purchase requisition forms, check requests ensuring timely payment to vendors, including employee reimbursements. Performs follow-up as needed. Prepares & distributes minutes as appropriate. Attends staff meetings, coordinates agenda with Chief of OB/GYN. Maintains departmental files including provider personnel files. Assists with attendance records for physicians. Maintains master time off spread sheet. Maintains credentialing files for all providers within the Department. Ensures licenses, registration and malpractice is up to date and files are complete. Works in collaboration with the Medical Staff Office. Assists with the on-boarding efforts for all student rotations (medical, PA, NP, CNM etc.) in accordance with CHA medical student policy. Arranges for completion of necessary paperwork. IT training, ID badges, system access, email accounts, etc. Assembles data, types, collates and distributes reports as needed. Works in collaboration with the Department of Quality to ensure timely preparation, reporting, and data collection for departmental Q/A measures. Maintains files of various Department of OB/GYN meetings, memos, and correspondence. Serves as a liaison between Department of OB/GYN and Executive Offices. Assures that meeting rooms are scheduled appropriately. Exhibits a high degree of responsibility in the maintenance of confidential matters. Assumes other related duties and projects  

    Qualifications: One to three years business experience, with healthcare experience in similar role preferred. High School Graduate, Bachelor's Preferred. Excellent Microsoft Office skills and/or Google Suite(Outlook, Word, Excel, PowerPoint). Ability to work with confidential information. Strong communication skills. Strong organizational skills Demonstrates initiative

    Physical Skills: Sufficient mobility to negotiate physical plant. Strength and endurance to perform physically for long periods of time (eight hours), (i.e., walking, lifting, bending, twisting, kneeling, standing, reaching, squatting). Visual and auditory capabilities sufficient to read information and respond to auditory input.


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