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 Chair's 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 Chair's 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.) are required.

Responsibilities include but are not limited to:

• Provide administrative support to the Chair and the Unified Dept Administrator (UDA) of Neurosurgery, including phone triage, managing communication with the leadership team, and complex scheduling of meetings and 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 by the 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 are prepared and available for interaction with departmental leadership.
• Manage all technology-related issues for the Chair, such as troubleshooting cellphone and laptop issues and coordinating with technology personnel to resolve them.
• Attend meetings and be responsible for meeting notes, follow-up, and execution. Collaborate with the Chair to ensure operational deliverables are communicated, organized, and met.
• Participate in hospital-wide initiatives as needed to collaborate on projects and deliverables.

Requirements

• Bachelor's degree required, Master's degree preferred
• At least three (3) years of secretarial experience in a related field
• Knowledge of Microsoft Office and scheduling apps

Department: Neurosurgery | Bargaining Unit: Non-Union | Campus: MOSES | Employment Status: Regular Full-Time | Address: 3316 Rochambeau Ave, Bronx | Shift: Day | Scheduled Hours: 8:30 AM-5 PM | Req ID: 222012 | Salary Range/Pay Rate: - $29.22