"Senior Administrative Assistant"

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Hourly Range
$31.83

Overview

Under the supervision of the Division Administrator and exercising independent judgment and initiative, provide high level clinical administrative support to faculty and administrators in the Department of Urology. As a department point person for clinical processes, submit and coordinate daily requests to the CARE Center for ambulatory clinic schedule modifications for 40+ Urology MDs and APPs, including but not limited to closing/opening of clinical sessions, modifying provider templates, closing appt slots, adding urgent appointment/clinic visits, etc. Coordinate changes with administrators, faculty, staff, clinical site management, and surgical schedulers as needed and communicate time sensitive changes as appropriate. Screen and respond to emails and Epic in basket messages while maintaining calendar for all clinical activity. Scan clinical documentation into Epic for provider billing. In addition, provide administrative backup to colleagues, cross-train in other areas of Urology as needed. Performs additional functions incidental to office activities.

This is a hybrid role, working 3 days in office and 2 days remote.

The Principal Responsibilities are generic in nature; the information contained in the Position Focus is most relevant to this position.

Required Skills and Abilities

1. Demonstrated experience working in a medical practice and/or academic healthcare setting supporting faculty and administrators. EPIC experience required.
2. High level of attention to detail and strong organizational skills. Proven ability to handle competing and shifting priorities and responding quickly to urgent matters. Ability to work in a fast-paced medical office environment.
3. Excellent attendance record, punctuality, and reliability. Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor. Ability to exercise good judgment.
4. Excellent computer skills. Proven ability to learn new database systems. Intermediate to advanced proficiency with Zoom, internet navigation, MS Word, Outlook, and learn new platforms as needed.
5. Excellent verbal, written and interpersonal communication skills. Self-motivated, with the ability to take initiative, solve problems and exercise independent judgment. Ability to maintain strict confidentiality and diplomacy in handling sensitive materials. Excellent customer service skills and the ability to interact well with a diverse population.

Preferred Skills and Abilities

1. Urology experience a plus but not required.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.  
2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.  
3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.  
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.  
5. GREETS visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.  
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.  
7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities.

Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.