Administrative Assistant - Clinical Operations

Description

POSITION DESCRIPTION:

Provides a variety of secretarial services and administrative assistance, to AVP-Clinical Ops-FP and Pediatrics. Also responsible for reports and operations assistance, as well as the processing of related information. Provides a broad range of administrative support as assigned, maintaining a high degree of confidentiality. Adheres to Corporate Compliance program, by reporting improper or unethical conduct, violation of applicable laws, regulations or program requirements.

DETAILED DUTIES AND RESPONSIBILITIES:

• Responsible for typing, proofing and editing correspondence for AVP-Clinical Ops-FP and Pediatrics.
• Produce and distribute scheduled daily, weekly and monthly reports, including the Self-Pay report and any grant reports.
• Gather materials from various departments required to produce necessary reports.
• Attend and prepare minutes for assigned committees and staff meetings.
• Monitor Manager folders to ensure that all staff meeting minutes, logs, etc. are submitted in a timely manner.
• Coordinate meetings, make appointments, make conference/seminar/travel arrangements.
• Maintain availability schedules for AVP-Clinical Ops-FP and Pediatrics.
• Provide general administrative services to the AVP-Clinical Ops-FP and Pediatrics including: Document copying, filing, fax documents schedule meetings, make travel arrangements, maintain and order general office supplies for Administrative function, take accurate and detailed messages from providers, staff, and patients with timely distribution.
• Maintain check-off list for payroll to ensure all non-exempt time sheets are present.
• Track PTO requests for Managers and their staff.
• Maintain all schedules including Provider office and on-call for all clinical specialties and critical labs.
• Develops and maintains several excel spreadsheets.
• Acts as liaison for patient complaints if the AVP-Clinical Ops-FP and Pediatrics is not available.
• Distribute information, updates, changes, etc. to all sites.
• Reconciliation of any special project accounts as required.
• Coordinates temporary staffing at the direction of the AVP-Clinical Ops-FP and Pediatrics.
• Other duties as assigned.

Requirements

TRAINING AND EXPERIENCE:

• High School Diploma
• At least two (2) years experience in required administrative functions or at least a two-year degree from an accredited college
• Prior Administrative Assistant position experience.

SPECIAL REQUIREMENTS

• Knowledge of Microsoft Word, Excel, Outlook, Microsoft Works, Crystal Reports, InfoPoint, PowerPoint, Microsoft Project, and Medical Manager
• Typing skills of at least 60 WPM
• Travel to Centers (minimal)
• Must be able to provide own transportation
• Trustworthy in handling highly confidential materials and information

KNOWLEDGE, SKILLS AND ABILITIES:

• Creativity in presentation of documents.
• Excellent skill in written communication, interpersonal skills and ability to work in positive manner with executive personnel.
• Excellent organizational skills.
• Excellent skill in Microsoft Office products, particularly Excel.
• Medical office experience preferred.
• Medical terminology preferred.
• Ability to make decisions in the transference of information to various staff
• Ability to work with all levels of staff, professionals, and patients
• Ability to work in an extremely active office environment with numerous interruptions
• Ability to multi-task
• Ability to be a liaison for the AVP-Clinical Ops-FP and Pediatrics with outside agencies and offices
• Ability to plan work in a relatively independent setting and assure completeness, accuracy, and thoroughness.
• Ability to maintain confidentiality.
• Ability to prioritize multiple assignments with attention to detail and directives of multiple managers.
• Ability to take minutes and transcribe from dictated recordings.