Administrative Assistant

Administrative Assistant
Department of Pediatrics

The Administrative Assistant will:

• Receive telephone calls for the department.
• Answer heavy volume of phone calls within 3 rings, identifying themselves, the department and politely obtaining a summary for the call.
• Determine urgency and dispatches requests to appropriate personnel; takes accurate messages in accordance with established department procedures.
• Immediately and appropriately document patient interactions in department EMR, SHIRE Review voice mails left overnight.
• Assist Department Chair in managing and maintaining the department’s expenditure reports
• Obtain invoices, create vouchers and makes request for necessary signatures
• Send signed copy through interoffice mail to Accounts Payable and email signed copy to necessary financial team (Accounts Payable, Finance and Dept. Chair).
• Keep electronic copies of all transactions organized with accordance with department policy. Works closely with the Grant Coordinator and Practice Coordinator when quarterly reports are due.
• Acts as time keeper and monitors all requests for time off, following hospital policy and procedures for Payroll purposes.
• Enter time off requests and make note into hospital payroll system.
• Keep electronic copies of all requests organized for easy reporting and review.
• Act as secondary to Practice Coordinator for sign off privileges.
• Receive, process and distribute electronic faxes in Athena inbox to appropriate staff.
• Receive, process and distribute department mail
• Process outgoing mail, per hospital procedures
• Process FedEx shipping label per clinical staff instructions and deliver to loading dock Pick up and distribute in-coming mail
• Appropriately request charts from Cityside Archive, per guidance of clinical staff when necessary.
• Follow documentation procedures in SHIRE when chart is requested and obtained.
• Operate standard office machines to efficiently perform duties (e.g.: phones, computers, scanner/fax/copier/printer, label makers, etc.)
• Secondary to Registrar Receptionist
• Greet and receive patients and visitors in a courteous and professional manner.
• When receiving patients, identify the patient is on schedule, note the time of the appointment, register patient per hospital standards and obtain referrals if necessary.
• Inform patients if there will be a wait.

Requirements:

• Ability to type, edit and proof business correspondence and prepare reports.
• Three (3) years related secretarial work experience including arranging meetings and conferences.
• Excellent interpersonal skills.
• Must be able to accurately and efficiently record and type dictation involving a normal range of business vocabulary or a limited and recurring range of special terminology.
• Generally sedentary work but may require standing and walking.

Grade 116