Administrative Assistant

Department/Unit:

OBGYN General

Work Shift:

Day (United States of America)

Salary Range:

$46,220.72 - $64,709.01

Administrative Assistant

Women's Health Outpatient Practice

Albany, NY

Broad knowledge of organizational policies, practices, and operations. Operates with great latitude for independent judgment and initiative. Able to communicate effectively on a wide range of issues with internal and/or external customers. Must be able to work with others to accomplish a task or goal, flexible in work practices/procedures/processes and work effectively with others to find solutions. Able to independently collect and analyze data and present findings, interpret departmental policies and procedures, make decisions on specific operating problems.

Provide administrative and financial support to department Administrator and Department Chair. Requires broad knowledge of organizational policies, practices, and operations. Operates with great latitude for independent judgment and initiative. Able to communicate effectively on a wide range of issues with internal and/or external customers. Must be able to work with others to accomplish a task or goal, be flexible in work practices/procedures/processes and work effectively with others to find solutions. Able to independently collect and analyze data and present findings, interpret departmental policies and procedures, make decisions on specific operating problems.

Primary Essential Duties & Responsibilities include:

• Update and distribute department documentation including but not limited to policies, procedures.
• Schedule, attend and complete minutes for regular departmental meetings. *Maintain department staff files including but not limited to: required certifications and licensures, registrations, new hire documents, performance reviews, vacation and on call schedules where applicable.
• Input data directly into databases and review data for accuracy.
• Prepare basic to moderately complex correspondence or reports to customers and/or leadership team.
• Identifies and organizes logistics of special events; coordinates travel arrangements, retreats, and/or department (work unit) special events; prepares itineraries and organizes related travel arrangements for onsite and off-site conferences, meetings, and events.
• Completes check requests, workday orders, and reimbursements in accordance with AMHS policies.
• Assist in coordinating support service requests for the department (i.e. Facilities, IT, EVS, Security requests).
• Prepares and maintains calendar of activities for leadership and maintains calendar of shared meeting rooms.
• Compiles, types, revises, combines, edits, prints and stores documents such as letters, correspondence, memoranda, reports, and contracts using Microsoft office and other applications.
• Assists with the coordination of department service contracts.
• Responsible for ordering departmental supplies and functions as a liaison with vendors to follow up on problems, shortages, replacement products, etc. *Communicates to staff when annual health assessments, education modules, license/credentials and other mandatory reporting to AMC are due and follows up to ensure deadlines are met.
• Handles and screens various questions and problems of departmental employees and others who deal with the department.
• Assists in the preparation of departmental budgets and monitors service specific accounts as needed.
• Assists in the scheduling of employees in scheduling software and with timecard maintenance in Kronos software.
• Manage leadership or physician meetings and calendars
  
  

Desired Skills/Abilities:

• High level Microsoft Excel knowledge including pivot tables.
• Highly motivated self-starter with ability to multi-task.
• Healthcare finance and/or accounting background.
  
  

Minimum Requirements:

• High School Diploma /G.E.D. required; Associate's Degree preferred
• Strong knowledge of Microsoft Office.
• Strong communication skills, written and oral.
  
  

Thank you for your interest in Albany Medical Center!

Albany Medical is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.