Administrative Assistant II - General Surgery Residency - Full Time

Administrative Assistant

Provides secretarial/administrative support and departmental services in the defined area assigned.

Required Skills:

• Proficient typist with knowledge of multiple software applications including all Microsoft Office applications (Word, Excel, PowerPoint)
• Ability to use database programs, internet tools, and data management software
• High level of communication skills; diplomacy and tact
• Ability to maintain strict confidentiality (as this position works with confidential/sensitive material on a daily basis including patient information, medical records, etc.)
• Able to prioritize and handle diverse workload; complete assignments on time with minimal supervision; demonstrated time management skills

Education, License & Cert:

Two-year degree non-nursing: Associates degree in secretarial sciences preferred; however, related and significant experience at the administrative assistant level may be considered in lieu of a degree.

Experience:

Five years administrative assistant (or related secretarial) experience required. Computer skills and proficiency in multiple software programs including word processing, Microsoft Office, Word, Excel, and PowerPoint, and willingness to learn other programs/software that become relevant and needed. Must be able to handle diverse workload, demonstrate strong multitasking capability, exercise solid, professional, individual judgment within limits of standard practice. Must have the ability to work well under pressure and maintain composure with a pleasant, positive, professional attitude. Must be motivated, energetic, and detail oriented. Individual must have strong interpersonal skills, be able to work independently, and possess demonstrated time management skills. Familiarity in hospital or medical setting desired.

Essential Functions:

• Provides administrative and secretarial support to include scheduling meetings, preparing audits, maintaining attendance and educational files, confirming attendance, typing, filing, copying and preparation of documents (letters, memos, reports, forms, etc.) for mailing or distribution
• Creates, maintains, and proofreads a variety of department documents, correspondence and presentations for internal or external distribution.
• Prepares and distributes reports, data, etc. to relevant staff members and leaders.
• Prepares and displays information in a variety of formats for formal and informal presentation using PowerPoint, Excel, Word, etc. to meet audience needs.
• Communicates information to staff members and leaders as required.
• Provides administrative support for patient related activity.
• Answers and screens incoming telephone calls and directs the call to the appropriate individual. Must be sensitive to calls concerning patient related issues. Takes detailed and accurate messages as required, and relays messages to appropriate individual in a timely manner. May communicate and respond to staff, provider, and vendor inquiries.
• Greets and assists patients, patient families, and visitors to the department. Directs them to the appropriate individual.
• Sorts and distributes mail delivered to the department.
• Completes and submits financial documents including check requests, purchase requisitions, etc. and maintains log of all requests.
• Schedules department educational and vendor meetings.
• Attends identified meetings, prepares agenda, meeting materials, and records minutes.
• Maintains electronic calendars and coordinates schedules for department.
• Coordinates travel arrangements for department.
• Monitors and orders office supplies, equipment, and furniture for the department. Schedules department equipment and facility repairs.
• Updates and maintains policy manuals and shared drive files and folders.
• Facilitates timekeeping submission.

Other Duties:

This description is not intended to be all-inclusive, and other duties may be assigned as necessary in the performance of this position