Administrative Assistant - College of Medicine Administration Office

General Description:

Under general supervision, responsible for maintaining the schedule for all surgeries. Responsible for quality assurance processes and compiling department statistical reports.

Essential Responsibilities:

• Performs administrative and secretarial support duties. Routes calls to appropriate personnel. Receives incoming calls for office personnel and records messages or responds to caller with routing information. Serves as a contact person for other employees or the outside public. Communicates with internal and external offices to obtain or share information.Ensures administrative details are completed.

• Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor or physician. Drafts replies to such correspondence with minimal instruction.

• Coordinates the scheduling of all surgeries, taking into consideration such information as the desired date, priority of surgery, length of surgery, etc., to ensure the efficient use of surgery suites and staff.

• Maintains a 60-day surgery schedule to safe guard against computer down time.

• Notifies all necessary parties when changes must take place.

• Extensive customer relations' responsibility in coordinating schedules with physicians.

• Checks for physician orders and attaches order to patient medical record to ensure that patients are receiving appropriate care.

• Communicates professionally with physicians and physician office staff to ensure appropriate documentation is in place.

• Works closely and professionally with nursing and ancillary departments in effort to maintain a teamwork approach

• Assists in resolving patient concerns.

General Responsibilities:

• Performs other duties as assigned

Minimum Requirements:

Education:High School Diploma Required.

Experience:0-3 years of experience required. 3 or more years of administrative support related experience preferred.

Licensure/Certifications/Registrations Required: None required.

Knowledge, Skills & Abilities:

• Excellent verbal and written communication skills

• Proficient with the use of Microsoft Office tools

• Strong customer service skills

• Excellent organizational skills

• Knowledge of office procedures and equipment.

• Will need good interpersonal skills for interaction with employees, clients and customers.

• Ability to maintain and handle confidential information appropriately.

• Typing/keyboarding skills sufficient to meet the requirements of the position.

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