Office Support Specialist​/Secretary III; U

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• Curriculum Vitae:
  Staff member will keep faculty CVs up to date, noting new publications, professional development, etc. as appropriate for inclusion on the faculty CV and assisting with the preparation of promotional dossiers when applicable.
• Telephone Support:
  Responsible for telephone communication for faculty members; staff member often first contact for the physician’s academic office and must answeropsy in a timely, courteous manner. Staff member will also cover other staff phone lines during absences.
• Travel:
  Coordinate faculty business travel, including registration for meetings, arranging travel, securing hotel accommodations, and preparing reimbursement documents for vouchering by the Administrative Aide after completion.
• Correspondence:
  Handle all incoming and outgoing mail for faculty members. This may include typing from drafts or dictation letters, grants, medical transcription, and other documents requiring faculty signature or approval, ensuring copies are made, filed, and sent. Staff member will open all incoming mail, route it, and note deadlines or meetings for the calendar as necessary.
• Participate in completion of division or departmental projects when appropriate.
• Update the procedure manual for this position and make changes as necessary.
• Process dues and purchasing requests for faculty members with the assistance of the Administrative Aide or using the Procurement Card (P‑Card). Maintain records of each payment and reconcile the monthly statement, submitting it to the Administrative Aide for vouchering.
• Maintain an accurate and currentcepcion| filing system for facultyРус”materials, organizing and integrating newly created records with existing files.
• Order all academic supplies for the division.
• Complete the monthly call schedules for the Generalist Division of OB/GYN, including scheduling resident clinic supervisor coverage.
• Attend, record, and transcribe minutes for Generalist Division meetings or other meetings as deemed necessary by the Healthcare Administrator II or on an as‑needed basis.

• Refer calls to appropriate parties.
• Handle telephone inquiries professionally and confidentially.
• Serve as intermediary between physicians/nurses and patients.
• Schedule surgeries, procedures, and appointments for faculty members when appropriate.
• Check conflicts regarding the monthly call schedule. If a faculty member adds an absence after the call schedule is published, assist the faculty member in finding appropriate coverage for clinical obligations.
• Notify the appropriate department and supervisors when staff or faculty members are absent to arrange coverage. Process clinic cancellation paperwork within the department’s six‑week minimum timeframe to reschedule patients promptly.
• Collect incoming faxes throughout the department on a rotation basis with other support staff. Organize documents by doctor, research and apply medical record numbers to faxes, hí distribute faxes to the relevant department or doctor’s mailbox, and ensure each document is scanned, stamped, and labeled with its medical record number.
• Prepare monthly productivity reports for faculty members. The report is based on clinical and call activities and is compiled in the administrative office to calculate faculty member’s P&S incentives. Submit timesheets for in‑house call, mileage to outreach clinics, and any other clinical activity reporting required for reimbursement.

• Provide backup as receptionist for the administrative section of the department, serving as the primary contact for visitors and the primary telephone receptionist for administrative phones.

• Assist residency and clerkship coordinators with academic responsibilities for faculty members, including clerkship didactic teaching sessions, residency teaching sessions, and any other academic obligations. Note teaching obligations, including weekly grand rounds and resident teaching sessions on the faculty calendar.