Admin Asst. Dept. Chair

MAJOR ACCOUNTABILITIES/CRITICAL RESPONSIBILITIES:

• Assists the Vice Chair Trauma Surgeons and the Surgery Administrative Director with day to day administrative support.

• Assembles prepares and processes all vendor and employee check requests and submits to accounts payable. Completes and obtains signatures for new vendor forms and obtains W-9 forms for new accounts and submits to accounts payable/materials management as required.

• Completes all surgery departments payables

• Scans all requests updates excel file with all completed requests to show receipts completion and distribution

• Copies scans and deposits any revenue cash/checks for the department.

Schedules meetings and conference rooms as requested.

• Assist the Trauma Director and two trauma surgeons in the department with scheduling activities travel assignments supply requests etc as requested.

• Trauma Program functions:

• Assists the Trauma Registrar by entering accessible data of trauma patients into the Trauma Registry.

• Enters the monthly CME activities of the physicians attending trauma conference orthopedic trauma conference and the Annual Trauma Symposium into the Midas application.

• Provides administrative support for the ACS Reverification process.

• Assists the Trauma Program Manager with scheduling the Trauma Program Improvement Committee meetings (6x year). Assists with making copies and ordering lunch for the meeting.

• Assists with the annual Trauma Safety & Injury Prevention Fair:

• Meeting and conference room set-up

• Flyer preparation and distribution

• Fair location set up

• Courier services between Hospital and location of event

• Assist on day of fair with tasks as directed by Trauma Program Manager

• Assists the Trauma Program Manager and Trauma Director with the annual Trauma Symposium:

• Calls physician as requested to see if available to speak at the meeting.

• Collects documents requested for the meeting CV W-9 Conflict of interest form Facility Disclosure form.

• Completes biodata conflict of interest forms of all speakers.

• Assembles packets and assists with setup for participants.

• Registers participants on day of conference.

• Provides education credit forms to participants as they leave conference.

• Process all payments for the conference.

• Other duties as necessary

• Medical/PA student rotations:

• Coordinate the medical/PA student rotations with Columbia University Quinnipiac College and Mercy College Surgery Clerkship Coordinators.

• Collect application materials for each rotation such as Physician Exams immunization records etc.)

• Maintain file for student rotations (including Physical Exams Procedures H&P and mid-term and final evaluations) and send to Columbia University

• Complete an access request on the IT self service portal; follow-up with manager for approval of requests.

• Work with medical staff office to get a MIDAS number assigned to each student.

• Schedule lectures of new medical students every 4-5 weeks

• Prepare packets for each rotation

• Assign beepers contact telecommunications

• Assign meal cards

  • SH/Tully contact Wayde Schallowitz for meal cards

  • 1351 Washington Blvd advise Richard at of Meal Card #s.

• Set up Meditech training for each student

• Set up housing and provide keys to each student.

• Schedule mask fitting for all students

• Schedule OR scrub lesson with PA

• Schedule Suture Workshop with Covidien

• Schedule weekly meetings with chief of surgery.

• On day 1 of each rotation meet with students to give them a tour of the hospital and in-service re: duties & responsibilities

• Coordinate activities and evaluations with medical student director

• At the end of the rotation all items given to them are collected and a Check Out process with HIM is completed; all information is kept on file.

• Urology Office functions:

• Assist the Urologist with duties related to patient care as follows:

• Telephone screen patients pre-visit using patient questionnaire

• Gather preoperative testing results and records

• Greet and prepare patients for office visit

• Take vital signs and record results

• Schedule tests examinations consultations operative procedures follow up visits

• Verify insurance approval

• Complete and submit materials for preoperative approval

• Provide educational material

• Direct patients/families to online resources

• Contact consulting physicians for follow up on patients

• Follow up with preoperative patients for testing completion

• Organize patients office records

• Other Office Functions:

• Assist the Physician Assistants with billing of activities.

• Orders office supplies via Staples materials management and/or special orders.

• Maintains the office environment be neat and Facilities Management for any necessary issues.

• Coordinates bulk mailings federal express and certified mail.

• Coordinates travel arrangements as requested.

• Assists the Administrative Assistant to Chair position with coverage as needed.

QUALIFICATIONS/REQUIREMENTS:

• Three to five years of administrative assistant and/or equivalent experience in administration in an academic health care setting.

• Medical Office Assistant experience highly recommended/preferred

• Possess superior skills in verbal and written communication interpersonal problem-solving and decision-making administration and organization supervision prioritization goal-setting collegiality and timeliness.

• Working knowledge of word processing and spreadsheets

• Must be able to meet demanding time constraints

• Ability to work in a fast paced environment and be task oriented

• Ability to work independently and/or seek help as needed

• Ability to work independently and/or seek help as needed