Administrative Assistant II

Classification Title:

Administrative Assistant II

Classification Minimum Requirements:

High school diploma or equivalent and four years of relevant experience.

Job Description:

Clinical Administrative Support
1. Coordinate endoscopy, clinic, and/or inpatient service schedules under direction of the Division Administrator, Medical Directors, and Division Chief.
2. Review clinical schedules and leave requests Division Administrator to assess feasibility of all requests and impact to clinical responsibilities of the Division.
3. Submit leave requests on behalf of Faculty, Fellows, and Advanced Practice Providers.
4. Enter all clinical schedules in various platforms and send calendar invitations to Faculty and Fellows
5. Coordinate and track clinic changes or cancellations for Faculty, Fellows, and Advanced Practice Providers.

Office Clerical Support 
1.Cover multi-line phone system and route calls as needed.
2. Maintains Divisional calendar for meetings and conferences and posts and distributes the calendar as needed.  Sends weekly reminder emails to faculty and fellows for meetings and conferences.
3. Change out Division dosimetry badges monthly
4. Mail and correspondence routing. Receives and distributes mail in the Gastroenterology office suite. Prepares and sends all outgoing mail, including UPS, FedEx, or other courier service.
5. Place building maintenance, IT, and other work orders as requested by faculty or Division Administrator.
6. Assist with the creation and marketing of the Alumni newsletter

Faculty Administrative Support
1. Coordinate meetings and maintain assigned faculty’s calendars.
2. Maintains accurate and up to date CV’s for assigned faculty.
3. Assists faculty with preparation or dissemination of academic documents including, but not limited to, journal manuscripts, abstracts, and posters.
4. Maintain calendars and screen telephone calls for assigned faculty.

Miscellaneous
1. Prioritizes assignments and messages based on urgency or deadlines and works cooperatively with other Division, Department, and University staff to ensure that all assignments are completed in a timely manner and meet or exceed the standards for quality and performance as established by the Division Administrator.
2. Serves as a liaison to multiple internal and external entities, including but not limited to:
a. Departments in the College of Medicine
b. Department of Medicine and its Divisions
c. Department of Medicine Fellowship Office
d. Division clinics
e. VA Medical Center
f. Referring physicians, patients, and patients’ families
3. Work closely with secretarial support staff in the Division to ensure that all faculty are supported in their clinical and academic needs.  Provides direct back-up support when absences occur. Including but not limited to fiscal transactions, accounts payable, faculty recruitment, and Advanced Endoscopy procedure scheduling.

Expected Salary:

$20.65 - 25.00/hr

Required Qualifications:

High school diploma or equivalent and four years of relevant experience.

Preferred:

Expert proficiency in MS Office Suite.
Demonstrated ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
Demonstrated ability to establish and maintain effective working relationships with others.
Demonstrated ability to function under stressful circumstances, always maintaining respectful and supportive interactions.
Demonstrated ability to communicate effectively both verbally and in writing.
Demonstrated ability to work independently.
Well-developed interpersonal and telephone skills.

Special Instructions to Applicants:

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No