Secretary

With a team of 98 clinical providers, our department includes faculty, clinical fellows, residents, physician assistants, midwives, and advanced practice nurses, delivering care across the main hospital and seven offsite locations. We support over 45,000 outpatient visits, 20,000 ultrasounds, 2,500 deliveries, and 2,500 gynecologic surgeries annually. Organized into eight clinical sections, the department is renowned for patient care, teaching, and research, with a dedicated research center in reproductive policy and health innovation.

Job Summary:

The Administrative Assistant will provide essential clerical support to our faculty and departmental programs. Key responsibilities include calendar management, phone coverage, coordination of off-site activities, and supporting various departmental programs. This position requires strong organizational skills, attention to detail, and the ability to manage confidential information with discretion.

Responsibilities:

• Faculty Support:

  • Manage Outlook calendars, phone coverage, and receptionist duties for multiple faculty members.
  • Meet weekly with faculty for updates on tasks and support needs.
  • Assist in scanning and documenting procedures for billing accuracy.

• Departmental Coordination:

  • Answer and manage calls for the Gynecologic Oncology Section and occasionally for the department chair.
  • Submit Qgenda scheduling requests and maintain off-site schedules.
  • Coordinate travel and car service for faculty attending off-site locations.

• Documentation & Record Keeping:

  • Transcribe correspondence and letters, process in Epic as necessary.
  • Track licensure renewals, DEA forms, and medical credentialing for section faculty.
  • Maintain records, memberships, and professional journal subscriptions.

• Program Support:

  • Provide clerical support for programs and meetings, such as the Tumor Board and Women-to-Women Program.
  • Process travel reimbursements and mileage for faculty.

• General Administrative Tasks:

  • Manage routine clerical work, including copying, faxing, file maintenance, and note-taking.
  • Handle high levels of confidential information with discretion.

Qualifications:

• Education:

  • High school diploma or GED required; bachelor’s degree preferred.

• Experience:

  • Three or more years of administrative experience in a healthcare, hospital, or clinical setting preferred.

• Skills:

  • Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and familiarity with Zoom/Microsoft Teams.
  • Experience with Epic and scheduling software preferred.
  • Strong communication, time management, and problem-solving skills.
  • Ability to collaborate effectively and work independently.

Compensation:

• Pay Range: $24.80 - $33.08 per hour

Required Documents:

• Resume/CV
• Cover Letter