Administrative Assistant I ISM, Surgery

This Administrative Assistant I role will provide administrative support services for two colorectal faculty. This role will also be responsible for helping with practice phone coverage as needed.

• Serves as an intermediary between supervisor and other departmental staff by transmitting written and oral requests messages and instructions.
• Assists with budget preparation and is responsible for monitoring and maintaining records of expenses for variance reporting.
• Assists in the planning and logistical coordination of meetings and office activities forums and conferences.
• May review and revise brochures announcements or other informational items regarding program and/or departmental operations. Drafts edits and formats materials such as flyers leaflets and letters.
• May prepare minutes of meetings agendas correspondence statistical reports tables and other documents and transcribes dictation as needed.
• Prepares and follows up on purchase orders change orders check requests and petty cash vouchers. Processes and follows up on tuition and other forms of reimbursement for assigned staff
• Makes travel arrangements and accommodations. Prepares travel reimbursements and expense reports.
• Screens and prioritizes all incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).
• Screens telephone calls answers routine inquiries or refers caller to the appropriate individual for response.
• May screen and schedule patient appointments schedule referrals of special testing or doctors visits and keep record of patient billing for submission.
• May maintain employee and/or patient files.
• May assist in processing payroll and/or maintaining the PTO system for the department.
• May track expiration dates of staffs professional licensure and notify staff of upcoming license expiration date to prevent suspension.
• Performs other related duties.

• Associates Degree in Secretarial Science or related field or HS/GED plus two years of related experience (Bachelors Degree preferred).
• 2-3 years administrative or medical office experience required

Non-Bargaining Unit 862 - Surgery - ISM Icahn School of Medicine