Secretary

Provides⠀secretarial/administrative⠀support⠀directly⠀to⠀clinical⠀faculty⠀and senior⠀staff⠀exercising⠀confidentiality.⠀Uses⠀business⠀software⠀applications⠀(e.g.,⠀word⠀processing,⠀presentation⠀and⠀spreadsheet)⠀to prepare⠀correspondence,⠀reports,⠀presentations,⠀agendas,⠀minutes,⠀etc.; may⠀prepare⠀responses⠀to routine⠀correspondence⠀and⠀inquiries.⠀Receives,⠀screens,⠀and⠀directs⠀incoming⠀calls,⠀patients,⠀mail and⠀email.⠀Maintains⠀files,⠀records,⠀calendars,⠀arranges⠀business⠀travel,⠀coordinates⠀meeting⠀arrangements⠀and tracks⠀expenses.

Essential Job Functions

• Screens⠀calls and⠀provides⠀information⠀in⠀accordance⠀with⠀organizational⠀policy.⠀Receives⠀and⠀appropriately⠀handles⠀incoming⠀correspondence,⠀makes⠀appointments,⠀schedules⠀meetings,⠀and⠀responds⠀to⠀inquiries.⠀Ability to⠀answer a⠀high⠀volume of⠀calls⠀promptly⠀and in a⠀courteous⠀manner for⠀a⠀multidisciplinary⠀disease⠀teams.⠀Meets⠀telephonic⠀benchmarks⠀via an⠀automated⠀call⠀distribution⠀system as⠀outlined⠀by⠀leadership⠀teams.⠀Appropriately⠀triages⠀and⠀clearly⠀translates⠀phone⠀calls and⠀other⠀requests⠀such as⠀emails,⠀portal⠀requests,⠀etc. to⠀the⠀appropriate⠀individual.⠀Confirms⠀patient⠀appointments.
• Performs⠀follow-up⠀services⠀for⠀patients⠀in a⠀prompt and⠀courteous⠀manner,⠀such as⠀scheduling⠀or⠀canceling⠀appointments⠀and⠀obtaining⠀copies lab⠀results or⠀specialist⠀reports.⠀Files,⠀scans, and⠀maintains⠀documents⠀in the⠀EMR.⠀Proficient⠀use of EMR⠀to⠀navigate⠀and⠀communicate⠀patient⠀and staff⠀requests.⠀Ensures⠀referring⠀MD⠀documentation⠀is sent⠀promptly.⠀Undertakes⠀routine⠀writing⠀and⠀editing⠀assignments;⠀generates⠀correspondence⠀for⠀signature;⠀maintains⠀mailing⠀lists.
• Responsible⠀for⠀processing⠀purchase⠀orders,⠀check⠀requests,⠀travel⠀reimbursements⠀and⠀subscriptions.⠀Ensures⠀that⠀expenditures⠀are in⠀accordance⠀with⠀allocation⠀of funds⠀and tracks⠀that all⠀payouts⠀are⠀completed.⠀Responsible⠀for⠀confirming⠀schedule⠀of⠀appointments,⠀proactively⠀addressing⠀conflicts⠀and⠀managing⠀the daily⠀calendar⠀of the⠀assigned⠀clinical⠀faculty⠀and senior⠀staff,⠀applying⠀informed⠀independent⠀judgment⠀to help⠀manage⠀time.⠀Handles⠀all travel⠀and⠀conference⠀arrangements,⠀travel⠀advances⠀and⠀expenses,⠀and⠀prepares⠀detailed⠀and⠀accurate⠀itineraries⠀with all⠀contact⠀information⠀for⠀hotels,⠀transportation,⠀etc.⠀Maintains⠀the⠀assigned⠀Faculty s⠀Curriculum⠀Vitae and⠀Bio⠀sketch,⠀accurately⠀and⠀currently,⠀in⠀accordance⠀with⠀University⠀and NIH⠀standards.
• Analyzes⠀and⠀organizes⠀administrative⠀procedures⠀and⠀workflow;⠀recommends⠀improvements⠀as⠀necessary.⠀Organizes⠀projects⠀and⠀handles⠀multiple⠀tasks.⠀Assists in⠀planning⠀and⠀executing⠀projects⠀that⠀relate to⠀the⠀assigned⠀clinical⠀faculty⠀and senior⠀staff,⠀other⠀responsibilities.⠀Serves as⠀a back up⠀to the⠀Automated⠀Call⠀Distribution⠀(ACD)⠀line.

Job Qualifications

• High⠀School⠀diploma or⠀equivalent⠀required,⠀Associates⠀or⠀Bachelor s⠀degree⠀preferred.
• Three⠀(3) years⠀of⠀administrative⠀experience⠀working in⠀a very⠀busy⠀medical⠀office or⠀transplant⠀center⠀strongly⠀preferred.
• Knowledge⠀of⠀standard⠀office⠀work,⠀including⠀filing,⠀phone⠀skills,⠀computer⠀skills and⠀schedule⠀management.
• Medical⠀terminology⠀and⠀dictation⠀skills,⠀strongly⠀preferred.