SECRETARY TO CHAIRPERSON

Company: Montefiore Health System
Location: New York
Posted on: February 1, 2025

Job Description:

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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, and 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 but not limited to: phone triage, managing communication with the 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 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:
  

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• Bachelor's 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: NeurosurgeryBargaining Unit: Non UnionCampus: MOSESEmployment Status: Regular Full-TimeAddress: 3316 Rochambeau Ave, BronxShift: DayScheduled Hours: 8:30 AM-5 PMReq ID: 222012Salary Range/Pay Rate: - $29.22
  For positions that have only a rate listed, the displayed rate is the hiring rate but could be subject to change based on shift differential, experience, education, or other relevant factors.
  Diversity, equity, and inclusion are core values of Montefiore. We are committed to recruiting and creating an environment in which associates feel empowered to thrive and be their authentic selves through our inclusive culture. We welcome your interest and invite you to join us.
  Montefiore is an equal employment opportunity employer. Montefiore will recruit, hire, train, transfer, promote, layoff, and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.
  Mission:To heal, to teach, to discover and to advance the health of the communities we serve.
  Vision:To be a premier academic medical center that transforms health and enriches lives.
  Values:Define our philosophy of care, they shape our actions and motivate and inspire us to pursue excellence and achieve the goals we have set forth for the future. Our values include:
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Keywords: Montefiore Health System, Mount Vernon , SECRETARY TO CHAIRPERSON, Administration, Clerical , New York, New York