GENERAL SUMMARY:

This individual will provide administrative assistance to the Chief of the Division of Thoracic Surgery and the Department of Surgery Executive Vice-Chairman, Dr. David J. Sugarbaker, as well as provide support to the Program Manager of the Division Chief.  This position entails ability to work in a fast-paced office environment and handle multiple responsibilities.

DUTIES AND RESPONSIBILITIES:

Administrative

1. Extensive daily communication and contact with many Clinical and Administrative Departments of BWH, Carney Hospital, Faulkner Hospital, MGH, DFCI and BWPO.  This requires routing factual and confidential information and a detailed knowledge of policies and procedures at this institution as the others.

2. Maintains schedule for the Division Chief including coordinating patient clinics and operating room schedule with all meetings are BWH and outside engagements.

3. Handles all telephone calls and messages having to do with the Chief¿s administrative practice, triaging calls, as necessary, to appropriate personnel.

4. Receives and sorts all mail for Division Chief.

5. Prints pathology reports for Chief¿s dictation of operative notes and pulls patient charts for dictation as necessary.

6. Maintains and organizes filing system for Chief.

7. Composes routing correspondence to patients and physicians.  Abstract basic information from patient records.

8. Types all medical and administrative correspondence including dictated medical staff notes, memoranda, OR Committee minutes, reports and schedules.  Composes, proofreads, and edits as necessary.

9. Coordinates meetings for Chief through Program Manager.

10. Works as a team member with all staff in the Division to ensure smooth operation of the Division, including participation in staff or faculty meetings, taking minutes, and preparing agendas.

11. Assists Program Manager in processing billing statements and following up to ensure they are paid from appropriate accounts.

12. All other duties as needed and requested by the Administrative Director.

13. Performs all other duties related to the surgeon¿s administrative practice at the Brigham and Women¿s Hospital, Dana-Farber Cancer Institute, Carney Hospital, and Faulkner Hospital including faxing, filing, photocopying, completion of forms and routine mailings as required.

Travel

1. Makes frequent travel and housing accommodations for various meetings and speaking engagements, including processing and tracking of travel reimbursements for visiting physicians and foreign dignitaries.

2. Monitors surgeon¿s travel, lecture, and vacation schedule.

 Courses & Conferences

1. Coordinates with Program Manager on all aspects of various Thoracic Surgery Education courses for the Division, such as having posters made and distributed, mail appropriate letters of invitation, and maintain the Surgical Grand Rounds calendar.

2. Plan meetings and conference, which may also require tracking of budgets or the ability to compose minutes.

Credentialing and Licensure

1. Monitor surgeon¿s state license and renew when necessary.

2. Assist Program Manager in maintaining current CV information for surgeon.

Special Projects

1. Works with Program Manager to coordinate any special functions organized with the Division of Thoracic Surgery, which includes booking hotel conference/function rooms, catering and entertainment.

2. Monitors and maintains budget for any special projects or events planned by the Division.

3. Facilitates arrangements for any VIP/special dignitaries as needed, such as security, travel, and medical appointments.

4. Run work-related errands as they arise for Division Chief.

5. Any projects assigned by the Program Manager, Dr. Sugarbaker or the Administrative Director.

REPORTING RELATIONSHIPS

1. Directly reports to Dr. David Sugarbaker, Division of Thoracic Surgery Chief and Department of Surgery Executive Vice-Chairman.

2. Directly reports to the Program Manager of the Division Chief.

3. Directly reports to the Administrative Director of the Division of Thoracic Surgery.

4. Consults with the other Administrative Assistants in the Division.

QUALIFICATIONS

1. Bachelor¿s Degree preferred, but not required.  Will accept candidate with 5+ years experience in lieu of Bachelor¿s degree.

2. Applications level software skills including MS Windows 2000, MS Office and ability to use the Internet.

3. Direct experience in a healthcare environment strongly preferred.

MINIMUM SKILLS AND ABILITIES

1. Excellent interpersonal skills and flexibility.
2. Excellent oral and written skills.
3. Understanding of and ability to use medical terminology.
4. Computer software and word processing skills including:
MS Word, Excel, PowerPoint, Outlook, WordPerfect, Internet and Windows 2000
5. Requires an ability to work effectively with physicians, physician assistants, and other clinical and support staff.
6. Strong communication and organizational skills.
7. Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary.
8. Ability to effectively respond to time sensitive and confidential issues.
9. Initiative and ability to work both independently and as a member of a functional team.
10. Strong attention to detail.
11. Ability to handle multiple tasks in a fast-paced environment.

SUPERVISORY RESPONSIBILITY:

None.

WORKING CONDITIONS:

Fast-paced administrative office suite for extremely busy surgeon.  Must be able to multi-task.