Job Description: Sr. Executive Secretary

Employee Name:

Department Name: Surgery

Reports To:

Department Chair, Department Administrator

Position Location /Address:

1430 Tulane Avenue, New Orleans, LA

Position Shift / Work Schedule:

7:30 AM – 4:00 PM, Mon - Fri

Fair Labor Standards Act Status:

POSITION SUMMARY:

The Senior Executive Secretary provides comprehensive administrative support to the Chair, the Vice-Chair of the NorthShore clinics, as well as the Director and faculty as needed. The duties include but are not limited to maintaining schedules and special event calendars, as well as on-boarding activities for faculty and visiting professors. Responsibilities also include responding to the Surgery Chairman’s office calls, organizing travel arrangements; processing reimbursements, departmental work orders, and supplies requests; assisting with preparing correspondence, power point presentations, manuscripts; transcribing and processing faculty meeting minutes; completing faculty references; and coordinating credentialing and faculty appointments.

REQUIRED EDUCATION AND EXPERIENCE: (Note: Only the following two criteria—one education and one experience—will be used for screening qualified applicants.)

• High school diploma or equivalent
• Five years’ executive level secretarial experience

REQUIRED KNOWLEDGE, SKILLS, ABILITIES/COMPETENCIES TYPICALLY NEEDED TO PERFORM THIS JOB SUCCESSFULLY: (Note: The following criteria will not be used in screening qualified applicants but may be considered in the final decision-selection process of candidates interviewed.)

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• Proficiency in MSWord and Excel, database and graphics software packages, as well as internet and literature search functions.
• Knowledge of medical education process and vocabulary.
• Excellent written and verbal communication skills.
• Excellent telephone manners and interpersonal skills.
• Ability to complete tasks independently using effective time management skills.
• Ability to work as a team and organizing a team approach to manage departmental tasks.
• Ability to maintain confidentiality in all work performed.

PREFERRED QUALIFICATIONS: (Note: The following criteria will not be used in screening qualified applicants and may not be used in lieu of minimum qualifications stated above.)

• Bachelor’s degree
• Experience working for an academic/higher education institution.
• Experience in web design preferred

UNIVERSITY-WIDE ESSENTIAL FUNCTIONS:

An incumbent assigned this classification will perform some or all of the following universal essential functions approximately 95 percent of his/her time:

UNIVERSAL ESSENTIAL FUNCTIONS:

Typical % Allocation

Provides comprehensive secretarial support to the Chair and Vice-Chair’s Office, including coordination of departmental monthly and annual functions to TUHSC, TUHC, Tulane-Lakeside, LSUHSC/MCLNO, Children’s Hospital and the VA Medical Center; maintaining departmental confidential files; preparation of correspondence and reports for the Chair; scheduling and maintaining the Chair’s calendar.

Standard:

• Completes and submits monthly expense reports via Concur.
• Track and coordinate timely submission of all applicable license and credentialing needed. Complete Tulane cheque request as applicable.

45% of job

Coordinate/organizes travel arrangements, , reimbursements, departmental ordering, correspondence, presentations and manuscript presentations, transcribes and processes faculty meeting minutes, maintains confidential and departmental files.

Standard:

• Coordinates/facilitates faculty recruitment according to Tulane policies and procedures and utilizing HCM software: organizes travel arrangements, interview schedule, and compiles interview feedback into scoring tables for the Chairman’s review.
• Responsible for accurately completing and timely submission of 1 week/mo TUHC time study and Children’s timesheet
• Works with accountant to maintain accuracy of Faculty leave tracking to ensure adherence to Tulane University policy.

45% of job

Provides assistance and secretarial support to the Vice Chair of the TUMG NorthShore clinics and the Director of Surgery as needed.

Performance Standard:

• Serves as liaison between the Chair and administration (both University and Hospital), board members, faculty, staff, residents, students, visitors and members of the community, maintaining a positive working relationship with all and representing the Department of Surgery to other departments within the University, Hospital and greater community.
• Assist office manager a needed to scribe for the Department of Surgery Staff meetings.

5% of job

Perform other duties as requested or required, whether or not specifically mentioned in this job description.

Performance Standard:

• Provides back up support for Faculty as needed.
• Trains and used as a resource to the Department’s other Executive Assistants.
• Acts as Departmental liaison for the office equipment.
• Participate in the rotation of staff of collecting and distributing mail for department.

5% of job

Total Essential Percentage Allocation for All Essential Functions

100%

UNIVERSAL PERFORMANCE STANDARDS:

Completes all assigned duties by established deadlines and in accordance with established or defined protocols, policies, and procedures.

Apprises supervisor of issues that might impede timely completion of assigned duties and/or departmental projects.

Exercises sound judgment and discretion at all times and maintains cooperative working relationships with both internal and external constituencies and co-workers.

Exhibits a willingness to perform other duties as requested or required efficiently and timely.

Complies with all policies and procedures as stipulated in the Tulane Staff Handbook.

Financial Responsibility: Yes $5,000

Supervisory Responsibility: No

Is this position at risk of exposure to blood-borne pathogens or tuberculosis: No

Is this position at risk of exposure to tuberculosis: No

HIPAA STATEMENT: Employee provides services associated to the Tulane University Medical Group, its participating physiciansand clinicians, which is a covered entity under the HIPAA rule. In the scope of performing functions, including but not limited to management, administrative, financial, legal and operational support services, I may have access to Protected Health Information (PHI), which is information, whether oral, written, electronic, visual, pictorial, physical, or any other form, that relates to an individual's past, present or future physical or mental health status, condition, treatment, service, products purchased, or provision of health care and which reveals the identity of the individual, whose health care is the subject of the information, or where there is reasonable basis to believe such information could be utilized to reveal the identity of that individual. Yes

SIGNATURES: In signing below, I certify that this job description is an accurate representation of the responsibilities of this position.

Employee

Date

Supervisor

Date

Note: This job description is not an employment contract and may be modified at any time at the discretion of the department or university.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: One location

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