Secretary II- Pediatric Cardiology
Secretary II- Pediatric Cardiology
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
Within the Stead Family Department of Pediatrics provide administrative support for assigned division(s). Duties include composing routine correspondence maintaining records answering phones maintaining calendars and obtaining and providing information requiring knowledge of the policies and procedures of both the assigned and related work areas. Serve as back-up for other administrative support staff. Will use personal computers printer/fax virtual meeting platforms and a variety of software and/or conventional office equipment.
Duties to include:
- Prepare or draft general correspondence and perform photocopying scanning filing and faxing.
- Provide telephone coverage for multiple staff physicians nurses physician assistants and/or nurse practitioners route calls and take messages appropriately. Complete Epic documentation for patient phone calls as necessary.
- Triage and disseminate inbound faxes.
- Coordinate and schedule meetings such as division meetings and other recurring meetings. Prepare and disseminate meeting agendas and meeting minutes.
- Serve as primary contact for assigned faculty Outlook calendars; respond to requests for meetings.
- Provide administrative support for faculty members and assist with activities such as typing letters and creating PowerPoint presentations.
- Assist with preparation of credentialing forms for assigned physicians. Provide documentation to outside institutions as requested.
- Monitor availability of office supplies within division(s); submit requests for purchases to University Shared Services.
- May submit travel requests in ProTrav; coordinate business travel and conference arrangements including booking hotel airfare etc. as needed.
- Receive and distribute incoming mail; collect and deliver outgoing mail.
- Monitor professional development fund balances for faculty; respond to questions or inquiries from faculty; submit requests for reimbursement to University Shared Services.
- Provide limited technical support including troubleshooting for printers virtual meetings Microsoft Office and other applications.
- Maintain faculty CVs and bio sketch information update as needed.
- Provide back-up coverage for Pediatric Endocrinology administrative staff as needed.
- Assist in the organization of special events for the division (e.g. room scheduling announcements etc.)
- May assist with entry and maintenance of division call schedules in Outlook Smart Web Qgenda and Amion.
- May process payments on procurement card for certain items such as memberships subscriptions medical licenses and/or certifications as approved.
- May assist with coordination of job shadows for division faculty and staff.
- May edit and/or update information in the Enterprise Labor Management System (ELMS).
- May assist with coordination of conferences or symposiums hosted by the Department Division or Program in accord with prescribed parameters and guidelines; arrange location and catering; prepare materials and handouts for attendees; and arrange audio/video equipment for presentations.
- May collect and/or enter data and information in systems and databases as needed.
- May monitor availability of specific clinic handouts consents and other materials to ensure they are properly stocked in the clinic.
- May support faculty recruitment including scheduling meetings coordinating presentation/talk preparing itinerary escorting to interviews etc.
- May request or obtain patient records as requested; may upload records into Epic.
- Support division programmatic functions and other tasks as assigned at the direction of your supervisor.
For a full job description please email
Minimum Eligibility Requirements
- Any combination of related clerical office experience related undergraduate education and/or post high school clerical training that is the equivalent to two years of full-time employment and includes the use of word processing.
Desired Qualifications
- Excellent written and verbal communication and interpersonal skills.
- Demonstrated experience providing administrative support to multiple leaders or providers.
- Demonstrated customer service experience in a fast-paced environment.
- Demonstrated proficiency with Electronic Health Records systems such as Epic.
- Demonstrated proficiency with Microsoft Office applications (i.e. Word Excel Outlook and PowerPoint).
- Demonstrated experience in the use of medical terminology or successful completion of a medical terminology course.
- Demonstrated proficiency with virtual meeting platforms (i.e. Skype Microsoft Teams Zoom).
Position and Application details:
In order to be considered for an interview applicants must upload the following documents and mark them as a Relevant File to the submission:
- Resume
- Cover Letter
Job openings are posted for a minimum of 10 calendar days and may be removed from posting and filled any time after the original posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions please contact
This position is not eligible for University sponsorship for employment authorization.
Employment Type
Full Time
