Department:Administration-Chairman Office Report to: Department Chairman and Administrator
Serve as executive assistant to the Chairman of Department of Psychiatry and Behavioral Sciences and manage the day to day responsibilities and supervision of staff for the Chairman's Office. This decision-making process is performed daily as projects and priorities constantly change. Duties are carried out independently and with one's own initiative. This position requires appropriate levels of confidentiality and a high level of public relations skills necessary to handle the responsibilities of this office.
DUTIES AND RESPONSIBILITIES:
Oversees daily functioning of the chairman's office prioritizing incoming work to insure matters are dealt with in a timely and effective manner. Oversees the chairman's project time lines to aid in completing departmental assignments/implementations. Ensures that reports, memos and important correspondence are completed in a timely fashion. Identifies problems and works toward a resolution before presenting issues/concerns to the chairman. Formulates organizational systems for the chairman and the office. Liaison between the offices of different chairmen and deans at the Schools of Medicine and Public Health at Johns Hopkins, as well as other Johns Hopkins Schools, and other universities. Interfaces in a professional manner with the chairman's patients, departmental advisory board members, faculty, staff, and current and potential donors. Coordinates large department, interdepartmental and external meetings and mailings. Ensures coverage of the chairman's phone line and the administrative office phone lines. Maintains a flexible work schedule to ensure that the needs of the chairman are met.
Lead and/or coordinate team meetings, work groups, and/or task forces, including presenting and discussing issues and problems and facilitating discussion for the purpose of developing plans or identifying solutions to problems. Recommend, develop, and/or implement policy and procedural changes to improve operations of the office with management approval. Provide for the administrative needs of staff by supervising the procurement, maintenance, and replacement of office supplies and equipment as needed. Other responsibilities as required/assigned Moderates administrative staff meetings. Coordinates schedules and coverage for senior faculty and departmental projects. Communicates important issues and concerns from the chairman's office to administrative leadership team.
Drafts agendas for department's executive committee meetings for the chairman to review. This involves a working knowledge of current departmental events, and issues. Works with senior members of the department to incorporate their discussion items into the agenda. Records and distributes minutes to members of the committee. . Assists in the Development of All-Faculty Meeting agendas and coordinates the execution of those and other senior faculty meetings Maintains chairman's agendas for senior management. Ensure issues, priorities and concerns important to the chairman are discussed at his weekly meeting with senior leaders.
Approves expenditures for the chairman's gift account, and processes travel and expense reimbursements.
Directly supervises support staff within the chairman's office Project Coordination: Works with the senior editors from several editorial scientific boards, drafts responses for manuscripts on behalf of the chairman to make sure that the editor's requests are answered in a timely manner. Provides staff support and coordination and logistics for search committees. Assists with semi-annual distribution and collection of OPPE documentation. Maintains guidelines for OPPE process. Oversees/Coordinates special projects as assigned.
Oversees the facilitation for scheduling faculty members to present at the department's weekly rounds. Maintains the Grand Rounds protocol, working with three other staff members to ensure all CME regulations and requirements are being met. Work closely with the clerkship coordinator, clerkship director and psychiatry course director with planning of special events for medical students. Manages all of the logistics for departmental special dinners and events.
Education: Bachelor's degree required
Experience: Five years in providing high level expertise and supervisory experience.
SPECIAL KNOWLEDGE, SKILLS, AND ABILITIES:
Excellent interpersonal and communication skills, both oral and written, ability to clearly relay information to faculty, staff and students. Ability to independently interpret policies and processes Very strong organizational skills, analytical and problem-solving abilities, and attention to detail Ability to exercise independent judgment Ability to oversee, prioritize and direct the work efforts of other staff members. Proven ability to assess priorities, respond quickly to changing needs, and balance competing responsibilities. Must have the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines Proficiency with Microsoft Word and other Microsoft Office applications Must have the ability to maintain confidentiality and effectively interact with all levels of University and Hospital employees as well as outside contacts.
Ability to stand, walk or sit for an extended period of time Reaching by extending hand(s) or arm(s) in any direction Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard Communication skills using the spoken word Ability to see within normal parameters Ability to hear within normal range Possible exposure to communicable diseases
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
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