Job Description

The Administrative Assistant II is responsible for a variety of office support and/or administrative duties. He/she composes, updates and reviews a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, schedules calendar items and meetings, processes forms, performs data entry, and establishes and maintains personnel records. Seeking a professional, well-organized self-starter who possesses strong administrative and coordination skills with demonstrated adherence to prioritization, timeliness and accuracy. Healthcare experience a plus. Proficient with the MS Office computer programs, specifically Microsoft Word, Outlook, PowerPoint and Excel.  This position will provide administrative support to several surgical specialty services/providers as assigned.  Duties include, but are not limited to: transcription / minute taking as requested, processing of provider time off and reimbursement requests, meeting scheduling and coordination, maintenance of provider schedules, travel arrangements, patient follow-up and tracking, and providing ad hoc administrative support to the department's graduate medical education programs.

  • Provide administrative support for surgical specialty services as assigned
  • Provide ad hoc administrative support to the department's graduate medical education programs
  • Create / update / distribute monthly pager list
  • Facilitate calendaring and administrative scheduling
  • Manage external interfaces, including screening / directing phone calls and vendors
  • Assist with collecting and maintaining detailed records for contract compliance items, such as medical director time sheets and monthly call schedules for assigned providers
  • Facilitate and monitor monthly call schedules for assigned providers and residents and ensure timely / accurate schedule postings / changes
  • Cross-check assigned Surgery department call schedule against Web-X schedule weekly and monthly to ensure accuracy
  • Listen effectively to patients, family members, or other healthcare professional callers who may need direction toward finding resolution to their care or billing issues
  • Make travel arrangements and prepare expense, business and mileage reports on behalf of providers
  • Submit check requests and expense reports on behalf of providers
  • Maintain files on physicians and advanced practice professionals to ensure that certifications and licensure is up-to-date
  • Continually work with attending physicians to keep CV's up to date
  • Prepare, file and submit registration for conferences and professional memberships and certifications held by physicians and advanced practice professionals
  • Retrieve patient information from electronic medical record system to assist providers with answering patient or pharmacy inquiries
  • Assist in obtaining physician and advanced practice professionals signatures as needed on documents for ancillary departments
  • Facilitate provider vacation schedules and time off requests
  • Maintain confidentiality of files
  • Clerical duties as assigned, including typing, filing, faxing, mailings, copying and data entry
  • Transcription / minute taking as requested
  • Distribute department mail
  • Provide backup to other department admins as needed
  • Special projects as assigned

Position Type/Expected Hours of Work

  • This is a full-time, non-exempt position. Days and hours of work are Monday through Friday, 8 hours per day (schedule assigned at time of hire based on department need). 

REQUIREMENTS:
Experience:

  • Minimum of 2 years’ administrative/office support required
  • Customer service experience and healthcare experience preferred
  • 2 years’ administrative support in a medical/graduate medical education environment preferred

Education:

  • High School or GED equivalent, College/University a plus

Knowledge/Skills/Abilities:

  • Computer literacy, to include proficiency in MS Office Suite and database management via Excel
  • Medical Office Experience or Graduate Medical Education experience a +
  • Strong, effective written and verbal communication skills
  • Critical / proactive thinking
  • High level of time and project management
  • Effective and productive interpersonal skills
  • Attention to detail
  • Ability to multi-task
  • Planning and organizational skills
  • Ability to follow through on projects, assignments, and communications with accuracy and timeliness
  • Ability to take initiative and establish priorities
  • Phone etiquette
  • Customer service

Physical Mental Demands:

  • Able to handle multiple projects with high urgency, at times can be fast paced work environment

Environmental Working Conditions:

  • Normal Office Environment