Weill Cornell Medical College Administrative Secretary in New York, New York
Reporting to the Administrative Supervisor, the Administrative Secretary demonstrates independent judgment and discretion to facilitate the day-to-day operations and affairs of the Neurosurgery Attendings. This position is responsible for the academic and administrative duties of the faculty. This position calls for a charismatic, mature and professional individual who excels in organizational and communication skills with the ability to: multi-task, establishes priorities and determines special needs for projects/activities in a very active faculty practice in the highly specialized field of Neurological surgery; coordinates extensive communication and information distribution; evaluates resources and oversees the timely completion of assignments; schedules broad range of appointments for administrative and academic offices while demonstrating flexibility and follow through on all tasks.
Phone responsibilities: screens and greets callers and visitors, including patient and referring physician calls that may be of a confidential and sensitive nature; exercises sound independent judgment to determine the nature of inquiries and assists or refers callers and visitors appropriately; maintains heavy communications with various institutional, departmental and inter-departmental staff, and other outside contacts regarding administrative responsibilities; provides phone coverage for other support staff when needed and assigned by the Administrative Supervisor.
Scheduling responsibilities: oversees the development and maintenance of the calendar of events, involving clinical, academic and administrative responsibilities of the assigned attendings; ensures priorities are addressed on a regular basis; resolves complex scheduling issues and problems based on full knowledge of attending's priorities and concerns; coordinates ongoing and complex events involving multiple members of the department as well as various entities throughout the College, hospital and community at large; works proactively with representatives from other offices, departments and external resources to effect smooth transfer of information regarding the scheduling of events, meetings, seminars, conferences; organizes teaching, CME and research conferences; collaborates with network hospitals and staff to facilitate scheduling of each faculty member's practice at the appropriate facility.
Maintains various records and responsible for timely renewals of faculty licenses, dues, registrations fees, etc.; processes requests: check requests, travel reimbursement, petty cash requests, etc.
Projects and activities: receives, reviews and responds to numerous and voluminous correspondence; develops and prepares related reports on a variety of topics as requested by Faculty and Administrative Management; updates, manages, and coordinates timely distribution of transcriptions; maintains faculty CVs in various required formats; prepares numerous presentations in various formats (i.e., Power Point, Visio, etc.); prepares handouts for various meetings.
Other responsibilities: performs operational tasks such as: ordering supplies and maintaining appropriate inventory and controls; requests and follows-up on facility issues and services (i.e., housekeeping, maintenance, security, etc.); orders refreshments for meetings and conferences; arranges for special services (i.e., Print Shop requirements, miscellaneous outside vendors, etc.); coordinates travel arrangements for faculty and visitors as needed; coordinates activities related to assigned CME courses, Visiting Professors and other lecturers including venues, equipment, refreshments, etc.; coordinates/arranges various social events.
Performs other related duties as assigned.
High School Diploma required. Higher Degree preferred
Two years of experience in a similar position or an equivalent combination of education and experience.
Highly Desired Requirements
Previous experience in an academic environment and medical office/clinical setting.
Knowledge of appointment scheduling and registration.
Skill and Abilities
Firm grasp and understanding of the importance of timely and accurate communication, coordination of duties, cooperation and synergy.
Must demonstrate a professional appearance, presentation and demeanor.
Superior analytical and interpersonal skills.
Ability to multi-task, prioritize assignments and responsibilities and work with minimal supervision.
Must be able to work effectively and in a collaborative manner with all departmental faculty and staff as well as other institutional representatives and members of the community at large.
Excellent office and administrative skills.
Outstanding organizational, written and verbal communication skills.
Working Conditions/Physical Demands
No additional working conditions/physical demands provided.
No relocation assistance is provided for this position.
Visa sponsorship is not available for this position.
Weill Cornell Medicine is committed to excellence in patient care, scientific discovery and the education of future physicians in New York City and around the world. The doctors and scientists of Weill Cornell Medicine—faculty from Weill Cornell Medical College, Weill Cornell Graduate School of Medical Sciences, and Weill Cornell Physician Organization—are engaged in world-class clinical care and cutting-edge research that connect patients to the latest treatment innovations and prevention strategies. Located in the heart of the Upper East Side's scientific corridor, Weill Cornell Medicine's powerful network of collaborators extends to its parent university Cornell University; to Qatar, where an international campus offers a U.S. medical degree; and to programs in Tanzania, Haiti, Brazil, Austria and Turkey. Weill Cornell Medicine faculty provide comprehensive patient care at NewYork-Presbyterian/Weill Cornell Medical Center, NewYork-Presbyterian/Lower Manhattan Hospital and NewYork-Presbyterian/Queens. Weill Cornell Medicine is also affiliated with Houston Methodist.
Organization: Neurological Surgery
Title: Administrative Secretary
Location: New York City
Requisition ID: 32864