Administrative Assistant 2, Cardiac Surgery

2 weeks ago

Hyannis, United States Cape Cod Healthcare Full time

Provides administrative and secretarial support to the Director of Interventional Cardiology/Exec Director Cardiovascular Service Line in an efficient, professional and confidential manner. Effectively and collaboratively interacts with patients, families, medical staff, employees, and other hospitals and agencies.

**Description**:

- Provides administrative support of a highly confidential nature for correspondence, reports, memoranda, budget and special reports, technical papers, medical staff schedules, employee discipline and grievance procedures;
- Schedules and maintains appointments for the Director of Interventional Cardiology/Exec Director Cardiovascular Service Line. Makes conference and travel arrangements;
- Maintains established department policies and procedures, objectives, quality assurance, safety and regulatory reporting standards;
- Handles confidential information concerning hospital and program/service-line matters, patients, visitors, medical staff and employees in a professional manner. Manages complaints received in a professional and timely manner. Receives and opens correspondence. Sorts and distributes information and data;
- Using business etiquette, greets patients and visitors to the office, answers inquiries and provides assistance, answers telephones, screens and directs calls to appropriate persons, takes messages and returns calls as needed or requested;
- Organizes and maintains physicians’ offices for reception and examination of patients; arranges and confirms patient appointments; schedules consultation requests. Obtains necessary third party payor prior approvals and pre-certifications;
- Word processes, manages and maintains information and data. Maintains confidential hardcopy and computer filing system. Maintains administrative database. Produces correspondences, memorandums and special reports as requested. Composes letters and memorandums from verbal/written direction or from knowledge of practice/procedures;
- Maintains and files medical and administrative records and/or reports in proper format and makes available patient records and other materials for treatment, audit, study or billing procedures;
- Attends meetings as assigned. Prepares, maintains and catalogs minutes of meetings;
- Facilitates the hiring and credentialing process for all medical and clinical staff. Assists in coordination of the hiring process, advertising, posting, pre-employment paperwork and maintains records, reports and systems;
- Maintains schedule of administrators/managers, on-call schedule, vacation and conferences. Maintains files of documents/agreements related to outside agencies. Maintains office supplies and equipment as necessary. Completes, tracks, submits and manages account payable process for all routine bills and accounts;
- Performs other work related duties as assigned or requested.
- Consistently provides service excellence to all patients, family members, visitors, volunteers and co-workers in a manner that reflects Cape Cod Hospital’s commitment to CARES: compassion, accountability, respect, excellence, and service._

**Qualifications**:

- Associates Degree in business or secretarial science preferred and five years’ experience in office management in a hospital or healthcare setting;
- Must be knowledgeable of human resource and tracking/monitoring;
- Computer literate in Microsoft Office;
- Must have ability to work independently and to work as part of a team;
- Excellent communication and organizational skills;
- Ability to manage multiple projects simultaneously;
- Strong verbal and written communication skills required;
- Discretion, independent judgment, confidentiality, initiative and adaptability to handle non-routine tasks;
- Business etiquette, congeniality, and enjoyment of working with diverse groups of individuals.

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