Administrative Assistant

1 month ago

Providence, United States Brown Surgical Associates Full time
Job DescriptionJob Description

Functions as the administrative assistant by supporting and coordinating the day-to-day administrative activities for physicians in the Division of Trauma with primary accountability to the office manager. Responsible for calendar management, call schedule data entry, management of files, dictation, meeting and educational program coordination, assigned projects, and assisting the Surgical Education Department as needed.

Primary duty is the management of the surgeon’s schedule to ensure scheduling accuracy and equable flow for teaching, administrative and patient care, travel, call coverage. Coordination of meetings and surgical education courses taking place in the department.

Works independently, receiving little detailed supervision and guidance. Thorough knowledge of Microsoft Office and the administrative routine of the surgical education department are fundamental to the position. Exhibits an understanding of the organization, its programs and procedures related to the operation of the office. Strong attention to detail. Expert handling of department issues and confidentiality is mandatory.

ESSENTIAL FUNCTIONS:

Management of Attendings Calendars and Meeting Coordination

  • Coordination of meeting including taking minutes
  • Calendar management including conference schedules, call coverage, patient appointments, surgeries and travel

Check Request/Travel Coordination

  • Submits travel request and responsible for reservations and travel itinerary
  • Process check requests for travel reimbursements, journals, membership dues, licensing, etc.

Hospital Call Schedules

  • Collects availability from physicians in a timely manner
  • Data entry of call schedule assignments onto the hospital website including changes that occur throughout the month
  • Maintains a cumulative report of the number of night/weekend/holiday calls
  • Process monthly stipend form for all attendings taking call

Surgical Education Course Coordination ATLS / ASSET

  • Assigns faculty lectures, registers students and creates schedules
  • Maintenance of program financial account
  • Room reservations
  • Orders supplies for courses (student manuals, simulation equipment, catering, etc.)

CME/CV/Hospital Reappointments/CAQH/Research

  • Maintains a spreadsheet listing all (CME) Continuing Medical Education Credits for each physician
  • Update Curriculum Vitale (CV)
  • Responsible for hospital reappointments/CAQH for provider affiliated hospitals
  • Ensures completion of Medicare Time Reports
  • Assists with research projects as needed
  • Responsible for any other duties, including covering other administrative secretaries, as may be assigned by the manager

Minimum knowledge, skills, and abilities:

  • Minimum of three years of experience providing administrative support
  • Excellent organizational, administrative and time management skills
  • Strong skills with standard business software applications (Microsoft Office, Google suite)
  • Higher education experience preferred
  • Website maintenance experience preferred Job Competencies
  • Exhibited high-level of discretion, confidentiality, attention to detail and the ability to take initiative in problem solving
  • Extremely high level of planning and organizational skills with a strong customer service orientation
  • Close attention to detail as well as big picture
  • The incumbent must possess diplomacy, sound judgment, and initiative
  • Exceptional oral and written communication skills with the ability to effectively support and serve a diverse population
  • Ability to work independently and collaboratively to ensure effective management of all office functions
  • Experience working with web content management systems and digital project management platforms
  • Strong interpersonal skills to work successfully with colleagues and represent BSA with professionalism and capacity to successfully engage and support a diverse community of faculty, staff, students, and residents, among others
  • Must be vaccinated against COVID as a condition of employment.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Conditions common to a clinical practice environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EOE/F/M/Vet/Disabled

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