Administrative Assistant, Graduate Medical Education/Medical Staff Affairs (40 hrs, Days)

POSITION SUMMARY:

Performs a variety of administrative and office support activities to ensure proper functioning of the Graduate Medical Education and Medical Staff Affairs Offices. Responsible for managing calendars, handling correspondence, creating documents, spreadsheets, setting up slides for presentations; data entry, distributing documents; scheduling meetings, requisitioning supplies, and other administrative support functions. The position requires resourcefulness, flexibility, acumen, diplomacy and the ability to take initiative, work independently and handle sensitive information with discretion.

Position: Administrative Assistant

Department: Graduate Medical Education/Medical Staff Affairs

Schedule: Full Time, 40 Hours, Days

ESSENTIAL RESPONSIBILITIES / DUTIES:

Administrative & Office Support

• Provide assistance to visitors, patients, faculty and employees in a professional and courteous manner. Acts as a liaison with other departments to ensure efficient communication and timely response to inquiries.
• Responsible for answering the departments phones, screening calls/correspondence as well as responding and/or re-directing to appropriate parties for response.
• Create Worddocuments/correspondence,Excel spreadsheets, and PowerPoint presentations.
• Perform data entry, create and maintain databases; develop related tables and charts.
• Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.
• Process incoming and out-going mail, including packages.
• Plan, organize and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.
• Provide administrative support to the DIO and the Director of Medical Staff Affairs & Credentialing, including, but not limited to: scheduling appointments, scheduling meetings, following up on meeting-generated tasks, preparing documents and presentation slides, etc.
• Completes special projects as assigned.

Other Duties

• Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
• Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.
• Responsible for attending scheduled training sessions, participating in staff meetings/initiatives and becoming knowledgeable of issues discussed.
• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilize hospital's behavioral standards as the basis for decision-making and to facilitate the hospital and the department's mission.
• Follow established hospital infection control and safety procedures.

Perform other duties as assigned or as necessary.

JOB REQUIREMENTS

EDUCATION/EXPERIENCE:

Minimum of an Associate's degree (or equivalent) in Business Administration, Business Management (or related field) plus 1 year related experience(will consider equivalent combination of formal education and experience, i.e.HS/GED plus 3 years related experience).Bachelor's degree desirable.

KNOWLEDGE AND SKILLS:

• Excellent verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
• Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
• Effective interpersonal skills to interact appropriately with all levels of staff and external contacts.
• Strong problem solving skills.
• Proven ability to maintain strict confidentiality of all personal/health sensitive information.

Equal Opportunity Employer/Disabled/Veterans