Pay Grade: 35
Hiring Range: $12.46 - $14.95/ Hourly
THIS POSITION IS LOCATED IN CHATTANOOGA, TN.
JOB SUMMARY/ESSENTIAL JOB FUNCTIONS:
The Administrative Service Assistant performs a variety of administrative and support duties in the OBGYN Department, including its residency program and student clerkship. This position involves considerable internal and external contact by initiating, continuing and completing the necessary difficult ongoing routine duties on a daily basis and assisting Chair, Program Director, and Residency Program Coordinator, faculty, residents, and students relating within the department. This position interfaces the department with the institution and the public, handles correspondence for academic leadership, and performs basic bookkeeping functions for the department relating to resident educational funds.
DUTIES AND RESPONSIBILITIES:
Maintains correspondence and calendars for OBGYN Department Chair and Program Director. Manages and confirms appointments for the Chair.
Assists with yearly resident interviews, graduation, faculty appointments, faculty promotions, new faculty, and new residents as directed by the Chair, Program Director, or Residency Coordinator.
Distributes Faculty Call Schedule, Didactic Schedule, Clinic Schedule, Resident Call Schedule and Dept. Rotation Schedule.
Assists Program Director in organizing lectures, Grand Rounds, including preparing for and assisting with any outside speaker by making arrangements for Audio Visual needs and conference room reservations, as well as, making necessary travel arrangements.
Tracks UTCOMC OBGYN faculty attendance leave, UT time sheets, and other faculty employment documentation as requested by OBGYN Department Chair.
Assists in preparation of curriculum materials, student handbook, attendance forms, test materials, lecture handouts, correspondence, calendars, grades, evaluations, and other medical student clerkship paperwork, and maintains secure files and documentation as needed to support Clerkship activities.
Performs administrative duties such as, answering phones, taking messages, greeting and assisting visitors, maintaining work areas, processing work orders, maintaining files and office supplies, taking and transcribing minutes, updating OB/GYN website, and preparing and maintaining correspondence and documents for meetings and conferences.
Collaborates with Program Coordinator to ensure that the required CME credit forms are completed, distributed and picked up after each didactic session. Prepares end of year didactics summary Continuing Medical Education Director.
Coordinates and processes resident travel and faculty travel. Submits required, signed, and completed forms to travel personnel in the GME office in a timely manner.
Creates and emails quarterly department newsletter.
Performs other duties assigned.
EDUCATION: High school diploma or GED (TRANSCRIPT REQUIRED)
EXPERIENCE: Three (3) years of administrative or clerical experience, preferably in a physician office; OR Associate's Degree, one (1) year experience. Knowledge of office systems. Must be knowledgeable and highly skilled with computers. Ability to work with office equipment, Microsoft Office, multi-line telephone and internet. Experience in Data entry, scheduling, transcription, bookkeeping is preferred. Excellent calendar management skills, scheduling complex meetings and logistics; attention to detail, planning, organizing, time Management skills. Excellent customer-service orientation.
WORK SCHEDULE: This position may occasionally work evenings.
Job Administrative Support
Primary Location US-Tennessee-Chattanooga
Organization Chat Obstetrics & Gynecology
Job Posting Jul 25, 2018, 9:00:17 AM