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Job Profile Summary

The role of Executive Assistant in the Department of Radiation Oncology focuses on providing administrative support to the Department Chairman and his professional staff. Serves a principal role in the scheduling and coordination of meetings and special projects and interacts with a wide audience of shareholders including physicians, front office staff, and other administrative professionals to carry out responsibilities. Contacts require the use of considerable discretion, judgment, tact, and diplomacy. Assignments involve work of a confidential and sometimes complex nature and involve handling information of strategic importance.

Job Overview

This position performs duties requiring a level of expertise typically acquired through education demonstrating proficiency with Microsoft Office Suite (Word, Excel, Powerpoint), ZOOM, and Microsoft Teams. Strong communications skills and organizational skills are highly desirable.

Minimum Qualifications

1. Associate’s degree OR high school diploma AND two (2) years of administrative experience.

2. Four (4) years of administrative experience

Job Description

1. Assists Department Chairman, physician staff, and Business Operations Manager with calendar management by efficiently scheduling a wide variety of internal and external meetings.

2. Answers, records, and relays phone messages to appropriate personnel. Interacts in a professional, collaborative manner with all members of the Department in dealing with patient-centered inquiries and appointments.

3. Maintains collaborative team relationships with peers and colleagues and fosters a positive work environment.

4. Produces correspondence, memos and reports as directed. Edits material for grammar, spelling and format. Responds to routine inquiries. Sets up and maintains manual and electronic files to ensure efficient retrieval.

5. Performs a number of clerical duties including but not limited to faxing, filing, collection and distribution of information, maintaining spreadsheets, creating and updating procedure and policy manuals, collecting and distributing mail, and preparing and submitting expense vouchers.

6. Responsible for initiating and maintaining Medical Staff Office appointments and Tufts University School of Medicine appointments for newly appointed and existing medical staff.

7. Prepares and submits CME paperwork in a timely manner to ensure medical staff receives credit for conference attendance.

8. Other duties as assigned.

Physical Requirements

1. Normal office setting.

2. Contact with medical staff, department personnel and patients.

3. Frequent sitting, occasional standing and walking and lifting of 5-10 lbs. 4. Requires manual dexterity using fine hand manipulation to operate computer keyboard.

4. Requires ability to see computer screen and reports.

Skills and Abilities

1. Ability to manage multiple, simultaneous tasks and prioritize work according to established criteria and protocols.

2. Strong organizational and communications skills, both verbal (in-person and with telephone) and strong written English skills.

3. Good computer skills using Microsoft Office suite, ZOOM, and MS Teams.

4. Ability to write and spell in English to ensure accurate message taking.

5. Excellent interpersonal skills are required and adaptability to change required.

6. Excellent proofreading skills.

7. Working knowledge of office equipment such as printers and fax machines. 8. Strong customer service and follow-up skills.

Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org .