Job Overview

Under general supervision, the Administrative Assistant ensures continuous, efficient and smooth flow of administrative support activities of department. Performs standard and advanced secretarial duties for a department Director or Medical Director or Chief of a major subspecialty. Handles matters of a routine nature to conserve supervisor's time.

Job Description

Minimum Qualifications:

1. High School diploma or equivalent.

2. Two (2) years of related experience.

Preferred Qualifications:

1. Five (5) years of related experience.

2. Bachelor's Degree

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

Maintains established departmental policies and procedures

Maintains Dr. Sege’s calendar Manages Dr. Sege’s emails.

Provide administrative support for external networks.

May coordinate various department projects and programs.

Coordinates and provides administrative support for grant applications.

Types correspondence, reports, memoranda, special projects, technical papers and related material for department staff as requested.

Keeps minutes for meetings held by the Center,

Maintains distribution lists for personal contacts, in coordination with Center comms team

Schedules and coordinates meetings and facilities which may include travel and lodging arrangements.

Prepares memoranda and other materials for staff and for business meetings. Processes and maintains confidential information such as staff personnel files.

Collects information needed by supervisor for conferences and reports. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.

Attends meetings, as requested, and prepares meeting notes for distribution. Participates in team meetings and in quality improvement projects.

Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working group’s achievement of goals, and to help foster a positive work environment.

Performs other similar and related duties as required or directed.

Physical Requirements:

1. Normal office setting.

Skills & Abilities:

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

Good organizational and communication skills, both verbal and written. Proficient with Microsoft Word, PowerPoint and Excel computer applications, e-mail and automated scheduling software and the ability to navigate through hospital-based computer systems.

Excellent and meticulous organizational and technical skills are of the utmost importance as are documentation skills, and interpersonal and communication skills

Ability to work independently, under supervision and as a part of a team is required.

Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.

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 .