Administrative Assistant 3 - Surgery | College of Medicine

The Administrative Assistant will perform a variety of administrative tasks to support the faculty, administrators, and programs within the Division of Trauma, Critical Care, and Burn Surgery. This role is essential in supporting the division's patient care, academic, and research missions.

Key Responsibilities:

• Administrative Support: Perform a variety of administrative tasks for assigned faculty, administrators, and programs.
• Calendar Management: Coordinate and maintain appointment calendars.
• Event Coordination: Schedule and coordinate meetings, conferences, educational programs, and special events, including logistics.
• Meeting Support: Attend and record minutes of meetings, transcribe and distribute meeting records.
• Travel Arrangements: Make national and international travel and lodging arrangements. Collect receipts, prepare requests for, and track reimbursement of expenses.
• Autonomous Operation: Operate with considerable autonomy in managing tasks and responsibilities.
• Patient Scheduling: Schedule patient appointments, surgeries, and outpatient procedures. Attend outpatient clinics as required.
• Patient Chart Preparation: Prepare patient charts and ensure all necessary documentation is complete.
• Recruitment Support: Assist with faculty and staff recruitment efforts.
• Correspondence: Draft and prepare correspondence.
• Report Preparation: Prepare reports, tables, and slides for presentations.
• Research Support: Assist with the preparation of grant applications, manuscripts, and research reports.
• Credentialing Support: Assist faculty with the preparation of credentialing and promotion & tenure documents.
• CV and CME Management: Update CVs and track Continuing Medical Education (CME) documentation.
• Expense Management: Oversee, arrange, authorize, and process travel and expense reimbursements for faculty, staff, and university guest faculty/speakers, including entry into the Universitys online travel system. Ensure adherence to University Travel policies and procedures.
• Payment Processing: Coordinate, prepare, and submit reimbursement of expenses. Initiate, process, and track payment requests for travel, dues, and memberships.
• Procurement: Enter Workday requests for equipment, supplies, and catering, etc.
• Communication: Answer phones and inquiries. Serve as a liaison for faculty, patients, families, hospital personnel, physicians office, staff, investigators, administration, and external customers and organizations.
• Mail Management: Open, screen, and distribute mail.
• File Management: Establish and maintain files.
• Office Support: Provide office support services related to scheduling, IHIS. Serve as back-up secretary for other physician offices as needed.
• *Patient Care Coordination: Coordinate and facilitate patient care.
• Other Duties: Perform other duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 2 years of relevant experience required. 4-6 years of relevant experience preferred.