Job Title: Administrative Assistant Job Specialty: Acute Care Transition Team Support Job Duration: Not specified Shift: Day, Monday to Friday, 8 a.m. to 4 p.m. Guaranteed Hours: Not specified Experience: Minimum of 5 years of current business experience preferred License: Not specified Certifications: Not specified Must-Have: Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; High school degree or GED required, College or business (secretarial) school graduate preferred Job Description: - Provide administrative and office support to the Senior Vice President, Vice Presidents, and Directors in the Department of Ambulatory Physician Services.- Understand and adhere to performance standards, policies, and behaviors.- Prepare letters, memos, reports and process incoming and outgoing mail, routing appropriately.- Maintain multiple calendars and schedule appointments, coordinate time, location, personnel, and refreshments as required.- Schedule meetings, prepare appropriate meeting materials, and coordinate audiovisual needs as necessary.- Initiate department check requests, obtain approvals, and work directly with Accounts Payable to ensure prompt payment.- Process check requests for physician practices, verifying accuracy and working with Accounts Payable for timely processing.- Review timesheets for accuracy prior to submission for approval.- Initiate IT service requests for new physician practices and manage access changes.- Act as gatekeeper for contracts related to physician practices, scan documents, and manage contract log.- Assist with preparation of checks and maintain records of payments for specific physician programs.- Post job requisitions on Hiring Manager for all available positions within the physician practices and department.- Train new Office Managers and liaise with them to provide necessary information.- Order and maintain departmental office supplies.- Work closely with administration personnel and all ancillary departments.- Perform all other related duties as assigned.
Core Competencies: - Ability to communicate effectively in English.- Ability to multitask efficiently in a high-volume, fast-paced environment.- Ability to deal professionally with all levels of management and external constituencies.- Self-starter with the ability to work without supervision.- Exhibit courteous, cooperative, and professional attitude.- Maintain utmost confidentiality due to access to sensitive documents.
Physical/Mental Demands/Requirements: - Ability to concentrate and perform computer work for extensive periods.- Frequent movement about the department and rounding various hospital departments.- Ability to remain stationary for extended periods.- Ability to read and follow written and verbal instructions.- Ability to take initiative and be creative with workflow.
Work Environment: - May be exposed to chemicals necessary for required tasks, with access to Safety Data Sheet database for any hazardous chemicals.
Primary Population Served: Non-patient care population Note: Responsibilities and tasks may change as determined by the needs of the organization.