Administrative Assistant

Job Description

Job Description

GENERAL SUMMARY :

The administrative assistant supports physicians in the Trauma Division by handling daily administrative tasks, such as managing schedules, organizing files, taking meeting minutes, and coordinating educational programs. Their main responsibility is ensuring the surgeons' schedules are accurate and balanced, covering teaching, patient care, travel, and on-call duties. They also coordinate meetings and surgical education courses within the department.

This role requires working independently with minimal supervision, using Microsoft Office efficiently, and understanding the department’s processes. The assistant must be detail-oriented and handle sensitive information with confidentiality.

This is a full-time, 40 hours / week role, Monday-Friday from 7 : 30AM-4 : 00PM at our Rhode Island Hospital, APC location.

ESSENTIAL FUNCTIONS :

Calendar & Meeting Management :

Coordinate meetings, take meeting minutes, and manage the calendars for attendings, including scheduling conferences, calls, patient appointments, surgeries, and travel arrangements.

Travel & Expense Processing :

Submit travel requests, make reservations, and create travel itineraries. Process check requests for reimbursements related to travel, journals, memberships, and licensing.

Call Schedule Coordination :

Collect availability from physicians promptly, update the hospital call schedule, and maintain records of all calls. Process stipend forms for physicians.

ATLS Course Coordination :

Assign faculty for lectures, register students, create schedules, manage financial accounts for the program, handle room reservations, and order necessary supplies like manuals and equipment.

CME, CV, Hospital Reappointments & Research :

Track continuing medical education (CME) credits, update curriculum vitae (CV) for physicians, manage hospital reappointments and CAQH forms, ensure Medicare Time Reports are completed, and assist with research projects as needed.

Additional Duties :

Perform other administrative tasks or assist colleagues as assigned by the manager.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES :

• At least 3 years of experience in administrative support
• Strong skills in organizing tasks, managing time, and handling office work
• Proficient in using common software like Microsoft Office and Google Suite
• Able to keep information private, pay attention to details, and solve problems independently
• Strong at planning and staying organized, with a focus on customer service
• Able to focus on both small details and the overall picture
• Good judgment, diplomacy, and initiative
• Excellent communication skills, both spoken and written, and able to serve a variety of people
• Able to work both on your own and as part of a team to manage office tasks effectively
• Experience with web content management systems and project management tools
• Strong people skills to work well with others and represent the organization professionally, while supporting a diverse group of people like faculty, staff, students, and residents.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS :

Conditions common to a clinical practice environment including potential exposure to communicable diseases, medicinal preparations and hazardous materials. Involves frequent contact with patients. Work may be stressful at times.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees are required to be vaccinated against Covid as a condition of employment, subject to accommodation for medical exemptions.

EOE / F / M / Vet / Disabled

Monday-Friday, 7 : 30AM - 4 : 00PM