Executive Office and Administrative Specialist

2 weeks ago

Minneapolis, Minnesota, United States University of Minnesota Full time
About the Job

This role will be performed in a hybrid work environment, with a planned split between on-site and remote locations. The supervisor will determine the appropriate balance to meet the needs of the department and other priorities for workplace flexibility.

Key Responsibilities
  • Coordinate and record all meetings and activities for Urology physicians.
  • Manage and review physician Google calendars weekly with physicians and director to note changes/additions.
  • Coordinate and accurately manage multiple physician calendars, including QGenda calendaring and other calendars.
  • Cancel/add clinics and OR block time for physicians according to policies.
  • Open mail, sort accordingly.
  • Answer phone calls promptly and triage or handle with superior customer service skills.
  • Schedule, plan, and manage student, faculty, and visiting physician and professor observation requests for multiple sites.
  • Maintain files, including but not limited to computer files, photo files, and paper files.
Academic Duties
  • Transcribe journal articles, journal reviews, manuscripts, and correspondence.
  • Arrange travel per department policy and process.
  • Maintain and keep current all physician documents, such as passport, medical license, DEA certificate, board certifications, sub-specialty certifications, etc.
  • Organize itinerary and travel file and adhere to domestic/international travel process.
  • Submit receipts for reimbursement and maintain log of all expenditures and dollars received according to University travel and hospitality policy.
  • Track and record CME activities/update credentialing information/update Curriculum Vitae and prepare annual review and department metrics.
  • Compare literature searches as requested, utilize Manifold, Scopus, PubMed, etc.
  • Administratively support weekly academic conferences as requested.
  • Track, record, and maintain organization and society memberships for physicians as requested.
  • Manage, prepare, and support physician promotion and tenure process.
  • Manage, prepare, and support MOC Board certification and re-certification process.
  • Handle bill pay and purchasing in a timely manner while also adhering to University of Minnesota policies.
Additional Responsibilities
  • Work quickly and with little direction and instruction on assignments and projects as requested.
  • Manage and coordinate search committee process support, visiting professors, and other department events as requested.
  • Work with attorneys to schedule meetings, dispositions, and trial appearances, including but not limited to initiating appropriate billing charges and collecting charges for services desired.
  • Act as department resource, including front desk coverage when needed.
Requirements

High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. Proficient in computer systems, Excel, PowerPoint, Microsoft Office, Google Calendar. Previous experience with electronic medical record systems and electronic transcription equipment.

Administrative Assistant experience in a healthcare or academic environment. Post-secondary education credits in related or general courses. Experience with board certification. Familiarity with promotion and tenure process.

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