Tracey Ann Sughrue
Executive Assistant
Douglas
Summary
Dynamic professional with over 42 years of progressively responsible experience in comprehensive office support, showcasing exceptional organizational skills and a strong work ethic that drive effective management of diverse administrative functions. Recognized as a collaborative team player and energized self-starter, maintaining professionalism and discretion while expertly handling confidential information. Proficient in Microsoft Word, Excel, PowerPoint, database management, and the EPIC Scheduling system, contributing a robust technical skill set to enhance operational efficiency. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations while adapting flexibly to changing needs and priorities.
Overview
42
42
years of professional experience
Work History
Executive Assistant I
Dana Farber Cancer Institute
Milford, MA
10.2023 - Current
- Work closely with the Medical Director, Nurse Director, and Operations Director, assisting with the coordination of meetings, managing schedules, and preparing minutes for a variety of meetings and workgroups. Participate in a couple of workgroups to improve scheduling. Additionally, offer support to Physicians and Physician Assistants, handling requests such as booking schedules for vacations and days off, making template adjustments, arranging meetings, and addressing various scheduling needs. Maintain Teams folders that contain vacation schedules, MD rounding schedules for hospital coverage, and a range of schedules for both clinical and administrative teams to ensure coverage. For our visiting GU Oncologist, handle their clinical schedule and coordinate all patient follow-up appointments. Furthermore, help facilitate tumor boards by sending out patient lists to the group for discussion, and assist both the Practice Coordinator and Practice Manager in finding suitable appointments for patients. When the Admin is off, I provide coverage for imaging issues, supporting the team as needed.
Administrative Assistant
Dana Farber Cancer Institute
Milford, MA
06.2008 - 10.2023
- Responsible for providing administrative duties to Medical Oncology group. Manage calendars of leadership team and other physicians, coordinate conferences and group meetings, attend all departmental meetings, take minutes, and distribute to staff. Create and manage monthly MD rounding/call schedule, create yearly physician weekend call schedule, manage schedule changes in EPIC. Schedule and organize monthly tumor boards, provide WebEx support, trouble shoot any issues, provide front desk coverage for practice coordinators when necessary, answer phones, order supplies, sort mail.
Faculty Coordinator, Department of Anesthesia and Critical Care
Massachusetts General Hospital
Boston, MA
04.2007 - 05.2008
- Responsible for the timely process of MGH and HMS appointment and reappointment paperwork of new staff, current staff, fellows who are either clinical or non-clinical physicians. Prepare Visa applications for the Partner’s International Office and appropriate check requests. Also coordinates billing enrollment with MGPO and faculty, contact physicians for quick turn around of all required paperwork. Prepare packets and letters for the Registrar’s office for appointments/reappointments and termination of appointments for all staff and fellows. Review submitted materials for accuracy. Assist with the orientation of new staff as well as orientation for residents who become staff with benefits, security and various training on anesthesia machines, which are used in the OR. Set up monthly lectures and talks for all new staff and junior staff on various topics of interest which help with various opportunities for academic and research growth. Arrange interviews for staff candidates.
Administrative Assistant to the Director of Critical Care
Massachusetts General Hospital
Boston, MA
08.2002 - 04.2007
- Responsible for scheduling and coordinating all activities including agendas, reports and lecture materials that are related to SICU meetings, journal clubs, and lectures. Coordinate all weekly Fellow Lectures for the SICU and schedule speakers. Help coordinate chapters, proofs and edits for Critical Care Handbook. Complete and distribute monthly ICU call schedules, orientation materials and lecture schedules for staff, fellows and residents. Coordinate HMS medical students rotating through the SICU each month. Responsible for processing fellowship applications, preparing files for review, setting up interviews for potential fellowship candidates and for ensuring the completion of all credentialing paperwork and other information for new Critical Care fellows. Type correspondence, minutes of meetings, reports, and recommendation letters for staff. Process staff and fellow reimbursements for dues, journals, renewals and travel, as well as make travel and meeting arrangements. Provide support to SICU staff as needed. Also process monthly SICU resident evaluations. Responsible for departmental weekly Grand Round lecture – schedule all lectures, handle all correspondence, obtain CVs and faculty disclosure forms. Make all arrangements for resident lunches, hotels, postings and announcements. Also process all honorariums and travel reimbursements for visiting professors. Assist in the coordination of the 1st Critical Care and Trauma Symposium, by getting all HMS documents needed for CME credits, arranging brochure, posters and syllabus material needed for attendees. Arranged hotel, honorariums and travel reimbursements for guest speakers.
Administrative Assistant to the Director of Infectious Disease
Brigham and Women’s Hospital
Boston, MA
09.2001 - 08.2002
- Responsible for developing and producing slide presentations including table spreadsheets, and graphics for meetings, lectures and courses. Interfaced with a variety of professional and administrative staff throughout the organization, hospital, and outside to exchange routine and privileged information and scheduling meetings and appointments. Organized all files and record keeping systems and maintained calendar. Typed all correspondence, memorandums, reports, recommendations and reviews for written material. Also did dictation. Coordinate all lecture notes and other learning materials for students who attended the HST 350 course at Harvard medical School and scheduled the room and equipment for use by lecturers.
Administrative Assistant, Department of Anesthesia Vice Chair
Brigham and Women’s Hospital
Boston, MA
04.1999 - 09.2001
- Maintained several databases and initiated a database for resident monthly evaluations, search committee candidates and resident vacation/sick time. Designed and organized an ICU manual and pocket reference for all clinical staff, fellows and residents rotating in the Surgical Intensive Care Unit. Completed monthly ICU call schedules and conference schedules for residents, staff and fellows. Responsible for scheduling and coordinating all activities related to meetings, interviews, seminars, and lectures including room and food arrangements, preparing and sending agendas and lecture materials. Completed registration for annual meetings and courses. Processed year staff reappointments. Help train new and temporary employees on the phones, computers, ordering supplies, and general other office duties. Typed all correspondence, memoranda, reports, reviews and recommendation letters from dictation. Provided support to Executive Administrator for Chairman and provided support to other secretaries with projects for clinics staff.
Medical Secretary, Department of Anesthesia
Brigham and Women’s Hospital
Boston, MA
03.1997 - 04.1999
- Worked for 9 Anesthesiologists. Typed and processed manuscripts, journal reviews and various correspondences. Prepared PowerPoint presentations for lectures and meetings. Updated reference manager and obtained journal articles from the library. Coordinated meetings and teaching seminars.
Receptionist, Department of Anesthesia
Brigham and Women’s Hospital
Boston, MA
09.1996 - 03.1997
- Responsible for answering and screening incoming phone calls, inquiries for the department, taking appropriate messages and making proper referrals. Maintained department and alumni address lists, assisted other secretaries in completing projects and departmental mailings.
Medical Secretary, Department of Radiology
New England Medical Center
Boston, MA
01.1996 - 09.1996
- Assisted technicians with patient’s paperwork, prepared patients for various exams, put x-ray film through processor. Verified patient’s exams, scheduled various radiological exams for inpatients and outpatients, and answered phones. Types and filed various correspondence and also floated through different areas in Radiology for lunch and vacation coverage.
Financial Analyst, Calibration Unit
Raytheon Company
Waltham, MA
10.1992 - 10.1994
- Tracked budgets for various contracts, placed orders with vendors, prepared weekly and monthly financial reports. Determined estimates for budgets, setup and maintained a vendor database to track and follow-up on orders, filed and typed various correspondence.
Unit Secretary, Quality Assurance Department
Raytheon Company
Waltham, MA
06.1989 - 10.1992
Billing Clerk
Blue Cross Blue Shield
Quincy, MA
08.1986 - 09.1988
Billing Clerk
Boston Financial
Quincy, MA
01.1986 - 08.1986
Billing Clerk
Liberty Mutual Insurance Company
Boston, MA
09.1984 - 04.1986
Education
Associate of Science - CPCS Program, Human Services
UMass Boston
Dorchester, MA06-2006
Associate Degree - Medical Assisting/Medical Office
Burdett School
Boston, MA12-1997
Certified Graduate - Medical Assisting Program
Burdett School
Boston, MA12-1995
Skills
Administrative support
Teamwork and collaboration
Calendar management
Scheduling/EPIC System
Multitasking
Effective communication
Information confidentiality
Strong problem solver
Microsoft office
Timeline
Executive Assistant I
Dana Farber Cancer Institute
10.2023 - Current
Administrative Assistant
Dana Farber Cancer Institute
06.2008 - 10.2023
Faculty Coordinator, Department of Anesthesia and Critical Care
Massachusetts General Hospital
04.2007 - 05.2008
Administrative Assistant to the Director of Critical Care
Massachusetts General Hospital
08.2002 - 04.2007
Administrative Assistant to the Director of Infectious Disease
Brigham and Women’s Hospital
09.2001 - 08.2002
Administrative Assistant, Department of Anesthesia Vice Chair
Brigham and Women’s Hospital
04.1999 - 09.2001
Medical Secretary, Department of Anesthesia
Brigham and Women’s Hospital
03.1997 - 04.1999
Receptionist, Department of Anesthesia
Brigham and Women’s Hospital
09.1996 - 03.1997
Medical Secretary, Department of Radiology
New England Medical Center
01.1996 - 09.1996
Financial Analyst, Calibration Unit
Raytheon Company
10.1992 - 10.1994
Unit Secretary, Quality Assurance Department
Raytheon Company
06.1989 - 10.1992
Billing Clerk
Blue Cross Blue Shield
08.1986 - 09.1988
Billing Clerk
Boston Financial
01.1986 - 08.1986
Billing Clerk
Liberty Mutual Insurance Company
09.1984 - 04.1986
Associate Degree - Medical Assisting/Medical Office
Burdett School
Certified Graduate - Medical Assisting Program
Burdett School
Associate of Science - CPCS Program, Human Services
UMass Boston