Administrative Assistant

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Hourly Range: $28.43

This position reports directly to the Administrative Supervisor for the section of Pediatric Neonatology. The primary responsibility of the position is to assist in managing the day‑to‑day office operations of the section while providing administrative support to faculty, attendings, advanced practice providers, fellows and research staff. This position will work cooperatively with other members of the administrative staff within a growing, dynamic section while assisting in the completion of tasks and projects and the improvement of work processes.

This position will personally provide administrative assistance to faculty and staff by: supporting faculty members in the performance of their duties; managing calendars and schedules; identifying and solving problems, working with clinic templates; coordinating meetings and conferences; faculty recruitment; preparing correspondence; maintaining Q‑Genda on‑call schedule; coordinating with other sections and departments on behalf of the faculty; ordering materials; managing travel;

managing licenses and certifications; expense processing and effectively dealing with other tasks and/or issues as they arise.

This position handles highly sensitive and confidential information, and it requires regular interaction with personnel from other sections, departments and agencies. Assist the Senior Administrative staff with coordinating lectures, conferences and symposia. Assembles and arranges for necessary items. Greets visitors. Assesses nature of business. Responds to requests for information and provides assistance, timely. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.

Coordinates travel arrangements. Orders and maintains inventory of supplies. Performs additional functions incidental to office activities. Handles triaging faxes to providers for orders to be signed and importing documents into patient medical records.

• Demonstrated excellence in providing high‑quality administrative support to organizational leaders and/or staff. Strong problem‑solving and organizational skills. Ability to prioritize and organize a large workload.
• Demonstrated proficiency in the daily use of Microsoft Outlook, Word, Excel, SharePoint and PowerPoint. Ability and willingness to learn and use new programs and systems as required.
• Demonstrated excellence while working in a team‑oriented environment. Strong interpersonal, communication and negotiation skills, to be verified by references. Capacity and desire to learn new skills and able to work in a fast‑paced environment.
• Ability and desire to assist in managing the day‑to‑day office activities on behalf of the Medical Directors and faculty. High level of personal motivation, combined with flexibility, resiliency and adaptability. Proven ability to work independently, prioritize tasks, and handle multiple tasks simultaneously, with strong personal initiative to be verified by references.
• Experience with handling multiple schedules, calendars utilizing multiple calendaring systems. Ability to follow detailed instructions for various tasks.

Experience in providing administrative support within a medical school setting supporting faculty. Experience and knowledge of EPIC and Q‑Genda.

• Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
  2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments.
  3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads…