Administrative Assistant

POSITION SUMMARY:

This position is for an individual who will serve as an integral member of the administrative team of the Section of Pediatric Infectious Diseases by supporting the Division Chief, Division Clinical Leadership, and Associate Director administrative projects and may include assistance with some budgetary projects. They are responsible for managing calendars, scheduling meetings, distributing communications, preparing PowerPoint slides and presentation materials, meeting minutes, sorting and distributing mail, maintaining office inventory, and ordering supplies. They will also be responsible for assisting the fellowship coordination with documentation collection, and reviewing and processing invoices, PO's, and travel reimbursements for all faculty, fellows and staff. Additional tasks may include word processing, updating spreadsheets, data entry, proofreading, and distributing documents.

Position: Administrative Assistant

Department: Pediatrics

Schedule: Full Time

ESSENTIAL DUTIES/RESPONSIBILITIES:

Performs a variety of administrative duties in support of department (s):

• Prepares letters, reports, memos, forms, and reports.
• Assists with coordination and implementation of departmental program-related activities
• Responds to inquiries, triages and routes phone calls to the appropriate individuals, as needed.
• Types, proofreads and distributes documents.
• Helps to ensure that the office runs smoothly, efficiently and professionally on a daily basis.
• Prepares items for mailing, UPS, FedEx, etc. Distributes incoming mail.
• Maintains a variety of departmental files

Performs a variety of duties related to the maintenance of departmental fiscal databases:

• Performs data entry
• Reconciles spreadsheets in coordination with Associate Director upon request
• Maintains updated spreadsheets for faculty and fellows with regard to Chrome River reimbursement and other purchase requisition expenses related to department budget.
• Maintains computerized records management system (G:drive) to ensure accurate and current database of record

Provides backup support for other administrative staff during breaks and time out of the office including serving as delegate for Kronos payroll when needed

Assists the part-time fellowship coordinator with on-site distribution and collection of materials from faculty, fellows, etc. including copying, soliciting signatures, setting up meetings and attending Zoom conferences.

Assists AD with onboarding of new faculty, fellows and staff (IT access, EPIC training, and ID access, supply needs, etc.)

Greets and provides assistance to visitors and vendors in a professional and courteous manner

Schedules meetings involving departmental staff, and other individuals. Helps 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. Sets up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepares agendas, produces and supplies materials, records and distributes meeting notes.

Assists with project management and follow-through. Creates Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generates, proofreads and edits correspondence for content and grammatical correctness

Implements and maintains credentialing system for Section appointments/promotions including a listing of current faculty appointments with dates appointed and most recent promotion

Helps to identify opportunities for process improvement. Monitors and maintains inventory of office supplies and equipment. Calls for repairs and maintenance of equipment as needed (malfunctions).

Examines processes in order to make systems more efficient.

Provide general clerical support including: filing, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database. Conforms 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.

Utilizes the hospital's behavioral standards as the basis for decision-making and to facilitate the hospital's goals and mission.

Follows established hospital infection control and safety procedures.

Performs other duties as assigned or as necessary.

JOB REQUIREMENTS

EDUCATION:

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

Equal Opportunity Employer/Disabled/Veterans