ADMINISTRATIVE DERMOPATH ASSISTANT - FULL TIME

Description

Summary/Objective

The Administrative Assistant will provide assistance to the Dermatology Administrative Specialist Team Lead, Clinical Services Coordinator and Director of Clinical Services to ensure that all staffing coverage needs are met; including processing and scheduling Vacation Requests, FMLA requests, Daily Call Off’s and Long Term Coverage’s due to Transfers, Terminations and Resignations. Additionally, the Administrative Assistant provides Administrative and General Secretarial Support as required, Coordinates and Participates in Departmental Orientation and Special Projects as assigned. 

Essential Functions

• Provides generalized Secretarial Support to the Clinical Services Coordinator and to the Department Director as required
• Reviews Labor / Dollar Report for cost center discrepancies, makes appropriate changes as required and provides a copy to the Clinical Coordinator and Department Director.
• Listen’s to all Call off Messages on the Voice Mail Call off Line, enters and maintains the Call off Log, including the entry of detailed reasons for the employee calling off. This includes employee’s calling off due to illness, dependent illness, personal emergencies, FMLA’s, etc.
• Creates and Maintains all New Hire Tabs and File Folders on the Clinical Services Drive
• Creates all Department Calendars and Meetings for the Year
• Schedules and places Catering Orders for all Scheduled meetings requiring food and/or drinks.
• Creates and distributes meeting minutes to staff accordingly.
• Provides coverage for Staffing Facilitators as required for vacations and absences
• Assigns conference rooms and coordinates room set ups for Clinic meetings
• Performs duties related to KRONOS – Coordinates and manages all staff time clock record keeping. Responsible for entering and verifying KRONOS payroll. Runs payroll reports from KRONOS as directed by Director and/or Coordinator. Collect and distribute payroll and associated materials to staff. Reviews exception log entries and emails on a daily basis and enters into the KRONOS Payroll System as applicable, including historical edits, corrections, missed punches and time changes. Receives and processes Paid Time Off Requests, provides staffing coverage. Receives initial FMLA documentation and distributes to employees for completion. 
• Assist w/ other projects as directed by coordinators. Other duties as assigned

Requirements

Required Education and Experience: Must have a High School Diploma or Equivalent and must be proficient in Microsoft Office programs, including Word, Excel and Power Point. Minimum of two years of secretarial experience in an administrative or healthcare office.

Preferred Education and Experience: Prefer Associate’s Degree or Higher Level of Education; Prefer 2 years experience in Ambulatory Care or other Healthcare Setting; Prefer Medical Terminology experience