ADMINISTRATIVE ASSISTANT

Job Description

Job Description

UnaSource Surgery Center of Troy is hiring a fulltime Administrative Assistant to join our Team. The Administrative Assistant provides high-level administrative and operational support to the executive leadership while ensuring the efficient day-to-day functioning at the office. This role serves as a key point of communication and coordination between leadership, staff, physicians, vendors, and external partners. Performs credentialling and privileging duties. Includes occasional late and evening work.

PREREQUSITE SKILLS:

• Ability to accept responsibility, make independent decisions and administer delegated responsibility. 

• Ability to interact with professionals, patients, and top management staff.

• Ability to communicate effectively both verbally and in writing.

• Strong working knowledge of the following applications (but not necessarily limited to these): Microsoft Office (Word, Power Point, Excel); Internet; Windows operating system. 

• Knowledge and skills with office equipment, set-up and troubleshooting including, but not limited to: PC; Printer; Fax; Multi-line telephone; Copier.

• Basic knowledge of accounting principles.

• Ability to install and manage technology for presentations, meetings, and training sessions.

• Must be organized, detail-oriented, capable of working with little to no direct supervision, a team player, able to multi-task and prioritize.

• Should also be customer-oriented, possess good communication and problem-solving skills, and be capable of working well under stress and deadlines.

• Serves as a role model for Standards of Behavior and PRIIDE Values. 

ESSENTIAL FUNCTIONS:

The following functions describe the essential duties of this role. Individuals in this role may not perform all of these duties, or may perform additional, related duties not listed here. Duties require skill, responsibility, discretion, problem-solving and knowledge of the business operations. Includes occasional late and evening work.

ADMINSTRATIVE SUPPORT:

• Provides administrative support to leaders and other staff as directed. 

• Organize meetings. Prepare and distribute materials, presentations, and conference lines as needed. Attend meetings and compose minutes, and follow up on action items. 

• Manage Patient Experience survey process (CAHPS) process. Create reports, prepare documentation for distribution with team members, leaders and regulatory agencies. 

• Register employees for training programs and conferences; arrange travel accommodations.

• Compose letters, emails, reports to external vendors, providers, investors on behalf of executive leaders. 

• Create reports and spreadsheets.

• Draft / revise policies and procedures as needed; execute final editing, publishing and storage of revised policies. 

• Organize / maintain electronic filing / storage processes and address books for specific committees and departments.

• Complete center licensure / certification renewals and ensure posted per regulatory requirements.

• Submit office supply orders.

• Place printing orders (patient deliverables, brochures, chart forms).

• Organize and coordinate company events. 

• Code, scan, file non-medical invoices and credit card receipts, address billing discrepancies, all in a timely manner.

• Report Incidents and Adverse Incidents per Center policy.

CREDENTIALLING:

• Verification, maintenance, and compliance of medical staff credentialling, including physicians and advanced practice providers. 

• Maintains affiliation agreements for students ensuring regulatory and organizational standards. 

PROJECT MANAGEMENT

• Determine project requirements and objectives.

• Identify, review, and select vendors or consultants to meet project needs.

• Produce and distribute project documents, schedule, and budget.

MARKETING 

• Promote USC brand awareness

• Assist with development of USC website content 

• Develop marketing content. 

• Actively participates in the Center’s quality initiatives with AO and LeapFrog.

TECHNOLOGY

• Assist with technology maintenance and procurement (PCs, phones, printers / copiers, sound system, alarm system)

• Trouble shooting IT concerns, provide staff education and serve as a liaison between the team and IT Help Desk

• Assign access badges to credential staff and vendors

• Manage shared (S:) drive – access, permissions, folder creation and organization

• Identify needs, install and run technology for presentations, meetings and training sessions

BASIC SAFETY

Demonstrates use of proper body mechanics, adheres to safety standards and practices Universal Precautions

OTHER COMPETENCIES:

• React and work quickly, and with multiple distractions.

• Function with minimal/indirect supervision.

• Works with difficult situations while maintaining emotional control.

• Prioritize tasks, assignments, and projects.

Education/Experience

High school diploma or equivalent required. Some college experience preferred.

Previous administrative support experience preferred.

Proficiency in Microsoft Office suites.

Comprehensive benefit package: No Holidays! - Medical, Dental, Vision, Paid Time Off, Life Insurance, Short Term Disability and much more.

We value our employees’ time and efforts. Plus, we work to maintain the best possible environment for our employees, where people can learn and grow with the company. We strive to provide a collaborative environment where each person feels encouraged to contribute to our processes, decisions, planning and culture.