Administrative Assistant Adult Medicine
Administrative Assistant Adult Medicine
Posted on :
15-03-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
15-03-2025
Job Description
Administrative Assistant Adult Medicine
Summary of Responsibilities
Coordinates various office tasks and functions to ensure that the Adult Medicine Division operates efficiently at all times. This role requires strong organizational skills proactive problem solving and the ability to assist multiple departments seamlessly. Responsibilities include but are not limited to answering phones purchasing office supplies and equipment coordinating provider schedules and maintaining administrative policies and procedures.
General Duties
- Prepare and distribute patient letters requested by Providers.
- Coordinate Providers time off and rescheduling with schedulers and the phone room.
- Template all Providers schedules including setting up new Providers templates revising existing templates and blocking time off for vacations or meetings.
- Plan and coordinate meetings including scheduling physicians ordering lunch as needed and ensuring availability of meeting spaces.
- Prepare and analyze weekly and monthly operational and appointment availability reports.
- Track and manage ancillary totals Provider days worked discharged patients transfer of records and Amex receipts.
- Oversee petty cash management and maintain accurate records of receipts.
- Order office supplies from multiple vendors including Staples Amazon Panther Printing and toner supplies for multiple locations.
- Maintain the Monthly OnCall Schedule and Chart Coverage calendar.
- Schedule and coordinate prospective Provider site visits acting as the primary point of contact.
- Maintain proficiency in Microsoft Office applications such as Word Excel and Outlook to support office operations and data management.
- Create and update spreadsheets for various PPC departments to ensure efficiency and accuracy.
- Track and ensure the completion of incoming patient paperwork and forms by providers.
- Update and maintain administrative policies and procedures.
- Answer and direct phone calls and messages while providing troubleshooting assistance.
- Write and distribute emails faxes and forms as required.
- Plan and coordinate special events including retirements birthdays and holiday celebrations.
- Organize monthly birthday celebrations including purchasing treats and setting up events.
Qualifications
- Minimum of three 3 years of experience in business administration with preference given to those with experience in healthcare administration scheduling and purchasing.
- Strong organizational and timemanagement skills with the ability to manage multiple tasks simultaneously.
- Proactive approach to problemsolving and ability to assist other departments as needed without direct instruction.
- Excellent interpersonal skills providing superior customer service to all levels of staff providers and external partners.
- Demonstrated experience using Microsoft Office Suite including Excel for data management and reporting.
- Ability to establish and maintain effective working relationships with employees managers providers and vendors.
- Strong written and verbal communication skills.
- High level of discretion and confidentiality in handling sensitive information.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee is regularly required to sit use hands to handle or move items and communicate with others to exchange information. The employee is frequently required to reach with hands and arms. This position requires the ability to occasionally lift office products and supplies up to 15 pounds.
Employment Type
Full Time
Key Skills
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