Administrative Assistant - Psychology Department

JOB RESPONSIBILITIES

• Screens telephone calls with a customer service approach and attitude assists callers within scope communicates with staff or director for help when needed follows up with feedback within 24 hours routes calls appropriately and conveys messages thoroughly and promptly.
• Provides administrative support to the department for initiating IT Helpdesk requests facility maintenance requests and equipment requests/repairs.
• Processes orders and invoices for accounts payable promptly and accurately.
• Retrieve prioritize and distribute mail to the department. Routes mail to appropriate department locations.
• Assists with travel arrangements for providers as requested including registrations reservations and transportation and prepares travel advancements and/or reimbursements.
• Maintains appointment calendars for providers as requested including scheduling meetings updating the calendar regularly to ensure its currentness and posting it to the department calendar.
• Process requests for days off including education and PDOupdate staffing calendar.
• Processes clinic cancellations/add request forms.
• Using appropriate databases and files demonstrates knowledge of the status of medical staff allied health professionals residents/fellows and other students.
• Assist the administrative director with other duties as assigned.

Meeting Management

• Proactively provides meeting support that includes but is not limited to preparing/distributing agendas coordinating arrangements for meeting rooms catering requests meeting notices and reminders calendar invitations and equipment needs. Communicates clearly with department director or other staff as indicated that tasks are completed and ready or identifies barriers and suggests solutions.
• Composes minutes and/or performs follow-up as requested.
• Organize schedule and track guest lunches meetings and in-services with providers.

Psychology/Neuropsychology

• Assists the director with budget management including submitting and paying invoices in a timely manner and reconciling monthly credit card payments.
• Orders department tests materials books and supplies from outside companies. Receives approval from director prior to placing any purchases.
• Assists with coordination of Postdoctoral Fellowship applications record-keeping scheduling interviews travel and communication with candidates as requested
• Acts as Human Resources liaison with staff recruitment functions including scheduling interviews and assisting with travel arrangements for staff and postdoctoral fellow candidates.
• Provides on-boarding assistance for new staff postdoctoral fellows and students.
• Assists with developing and updating the Psychology Dept manual and onboarding manual.
• Submit announcements and updated department information (including staffing) to Public Relations to update the department webpage.
• Acts as backup timekeeper for the department.
• Monitor and distribute Shepherd Stars comments to the director monthly.
• Monitor and send anniversary and birthday notifications to the department.
• Assists with scheduling coordination communication prioritization requests and waitlist/work queue monitoring.
• Assists with daily administrative patient issues such as answering phone directing patients/families in psychology clinic answering questions within scope assisting with scheduling and re-scheduling patients as requested by providers.

REQUIRED MINIMUM EDUCATION

• High School diploma.

REQUIRED MINIMUM CERTIFICATION

• No professional certification is required.

REQUIRED MINIMUM EXPERIENCE

• Minimum five years of experience in an administrative position preferably in a hospital medical staff office

REQUIRED MINIMUM SKILLS

• Experience in an office setting and familiarity with operating routine office equipment. Proficient with MS Office (Excel Outlook and PowerPoint in particular).

PREFERRED QUALIFICATIONS

• Associates degree or Administrative Assistant Certificate.

PHYSICAL DEMANDS

• Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time or exerting up to 15 pounds of force occasionally or a negligible amount of force frequently to lift carry push pull or otherwise move objects including the human body

WORKING CONDITIONS

• No potential for exposure to blood and body fluids.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all job duties performed by the personnel so classified.