Administrative Assistant

Administrative Assistant

The Administrative Assistant will:
  • Receive telephone calls for the department.
  • Answer heavy volume of phone calls within 3 rings, identifying themselves, the department and politely obtaining a summary for the call.
  • Determine urgency and dispatches requests to appropriate personnel; takes accurate messages in accordance with established department procedures.
  • Immediately and appropriately document patient interactions in department EMR, SHIRE Review voice mails left overnight.
  • Assist Department Chair in managing and maintaining the department's expenditure reports
  • Obtain invoices, create vouchers and makes request for necessary signatures
  • Send signed copy through interoffice mail to Accounts Payable and email signed copy to necessary financial team (Accounts Payable, Finance and Dept. Chair).
  • Keep electronic copies of all transactions organized with accordance with department policy. Works closely with the Grant Coordinator and Practice Coordinator when quarterly reports are due.
  • Acts as time keeper and monitors all requests for time off, following hospital policy and procedures for Payroll purposes.
  • Enter time off requests and make note into hospital payroll system.
  • Keep electronic copies of all requests organized for easy reporting and review.
  • Act as secondary to Practice Coordinator for sign off privileges.
  • Receive, process and distribute electronic faxes in Athena inbox to appropriate staff.
  • Receive, process and distribute department mail
  • Process outgoing mail, per hospital procedures
  • Process FedEx shipping label per clinical staff instructions and deliver to loading dock Pick up and distribute in-coming mail
  • Appropriately request charts from Cityside Archive, per guidance of clinical staff when necessary.
  • Follow documentation procedures in SHIRE when chart is requested and obtained.
  • Operate standard office machines to efficiently perform duties (e.g.: phones, computers, scanner/fax/copier/printer, label makers, etc.)
  • Secondary to Registrar Receptionist
  • Greet and receive patients and visitors in a courteous and professional manner.
  • When receiving patients, identify the patient is on schedule, note the time of the appointment, register patient per hospital standards and obtain referrals if necessary.
  • Inform patients if there will be a wait.

  • Ability to type, edit and proof business correspondence and prepare reports.
  • Three (3) years related secretarial work experience including arranging meetings and conferences.
  • Excellent interpersonal skills.
  • Must be able to accurately and efficiently record and type dictation involving a normal range of business vocabulary or a limited and recurring range of special terminology.
  • Generally sedentary work but may require standing and walking.

Grade 116