JOB TITLE & CODE:
Administrative Assistant (26111)
This position is responsible for coordination and implementation of the Department of Medicine Section Nephrology.
Performance Standard: Adheres to the established Performance Expectations for WVUH Employees in the areas of People, Service, Performance Improvement, and Shared Values & Culture.
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
High School diploma or equivalent.
Two years additional training or related experience OR One year of secretarial training may substitute for experience.
CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.
Maintains Section Chief’s Schedule.
Coordinates all section meetings and special events.
Serves as point of contact for the section by answering the telephone; takes accurate, timely messages and distributes them to the appropriate individuals.
Prepares requisitions for purchases, travel and expense accounts and credit card reconciliations
Maintains organization and documentation for credit card purchases.
Maintains current copies of faculty CV’s, license, DEA’s, and Promotion and Tenure letters in labeled binders.
Updates faculty CV’s on an annual basis.
Prepares memoranda, letters, minutes of meetings and meeting agendas on behalf of Section Chief.
Makes travel arrangements and advises traveler of appropriate policies and procedures to ensure timely reimbursement.
Prepares timesheets, leave reporting sheets and maintains balances for sick and annual leave for all members of the section. Verifies balances to departmental report at least quarterly.
Communicates with patients, family members and referring physicians on behalf of the faculty and fellows.
Prepares section’s call schedule, AOD schedule and Emergent Clinic schedule and communicates to all necessary points of contact within the HSC and Ruby.
Faxes documents and prescriptions to pharmacies, labs, etc. under the direction of physicians.
Collects lab results as they are received via fax and distributes to appropriate individuals.
Works with POC staff to schedule new patient visits and follow up appointments for emergent situations.
Receives calls for consults and relays to patient care team. Maintains log of patient consults.
Assists with the preparation and submission of manuscripts.
Assists Principal Investigators with preparation of grant and research protocols.
Works with Investigators to develop project budgets.
Coordinates and report CME activities in section. Collects sign in sheets, generates evaluation report in Microsoft Access based on answers from those in attendance, creates flyer and completes CME sheet. Ensures accurate and timely reporting to the CME Office for those in attendance to receive CE credits.
Prepares PowerPoint presentations including scanning and/or downloading images and inserting into presentation for educational conferences.
Searches for journal and literature articles online as requested.
Orders and maintains necessary office supplies for section.
PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Prolonged periods of sitting.
Manual dexterity used in operating standard office equipment.
WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Normal office environment
SKILLS AND ABILITIES:
Basic computer knowledge and ability to operate standard office software preferred.
Prior experience with Microsoft Word, Excel, Access, PowerPoint, and Web Base Programs.
Good verbal and writing skills preferred.
Basic mathematical skills preferred.
Ability to type at least 35 wpm preferred.
Date Reviewed/Revised: August 2016