Temporary Administrative Assistant
PURPOSE OF POSITION:
To perform administrative support duties for the assigned department of a Medical Center dedicated to the care of infants, children and adolescents.
Effectively demonstrates communication skills related to conveying information. Researches information following well defined paths and responds to requests. Prioritizes multiple requests for information. Functions as a resource on department policy and processes. Acts as a liaison and works effectively with other departments, external agencies, and vendors. Troubleshoots in response to problems and poses solutions.
- Office Equipment/Supplies
Effectively demonstrates skills related to operating office equipment and maintaining equipment and supplies. Sets up and operates audio visual equipment. Sets up and operates advanced technical equipment. Troubleshoots failure of technical equipment.
Effectively demonstrates skills related to the use of a variety of software and information systems. Uses software applications to create tables, charts, and forms. Creates or edits basic presentations. Uses electronic format to maintain schedules for multiple people. Maintains electronic files and folders. Understands the functions of software used in the department and uses this knowledge to organize information. Creates and maintains spreadsheets and databases. Produces graphs, charts, and reports from spreadsheets. Produces queries from databases and reviews data to look for variances. Uses graphics and presentation packages to create complex presentations and reports. Maintains web pages through content management system with direction from content editor.
Effectively demonstrates skills related to coordination of work, schedules, activities, information, and processes. Prioritizes tasks. Schedules travel including multiple individuals and locations. Schedules and coordinates conferences, meetings, and interviews. Coordinates conference calls, teleconferences, and video conferencing. Cross trained in other general departmental support positions and can provide coverage for these areas. Tracks mandatory training and other employee/department requirements; may include license monitoring. Performs advanced library searches utilizing electronic resources. Acts as liaison for coordination of physical moves. Works with outside vendors. Coordinates daily office operations. Plans and oversees special events, programs, conferences, and symposiums. Manages complex calendars/schedules, including multiple individuals at several locations. Independently resolves scheduling conflicts anticipating scheduling problems. Mentors support staff members. Coordinates resident, fellow, and medical student processing and daily operational activities. Receives physician credentialing package and coordinates completion with physician.
Effectively demonstrates skills related to composition of documents. Produces well written notes, documents, or messages. Formats documents for final distribution. Transcribes medical dictation. Takes meeting minutes and formats for final review. Electronically submits prepared documents. Composes and edits correspondence, reports, and proposals. Integrates data into a cohesive report. Assists with the preparation and coordination of grant package. Reviews, prepares, and submits grant materials to meet submission requirements. Types, formats, and submits scientific manuscripts and journal reviews. Provides manuscript and reference support.
Effectively demonstrates skills related to the completion and processing of forms, documents, and reports. Collects and electronically submits payroll information for department. Acts as a liaison with payroll. Compiles information and performs data entry for departmental budget information/expense tracking. Assists with completion of HR forms. Assists with account reconciliation. Validates accuracy of information submitted and resolves discrepancies. Acts as a liaison with Human Resources Management Services to facilitate personnel processes
SKILLS AND COMPETENCIES
Ability to perform clerical functions with accuracy and attention to detail
Prioritizes tasks with some direction as to importance
Basic knowledge of data management methodologies and technology sufficient to protect information
Understanding and showing respect and appreciation for the uniqueness of all individuals; leveraging differences in others' perspectives and ideas; appreciating cultural differences and adjusting one's approach to successfully integrate with others who are different from oneself
- Follow Instructions - Basic
Ability to follow simple, routine instructions
Proficiency in basic computer applications such as Microsoft Office, e-mail and internet
Strong keyboarding skills
Knowledge of, and the ability to operate, standard office equipment such as computers, telephones, copiers, etc.
Demonstrates an independent work initiative, sound judgment, diplomacy, tact and professional demeanor
Mathematical ability sufficient to perform basic and routine calculations
Identifies problems and asks questions; escalates when appropriate
Effective verbal, written and/or interpersonal communication skills
- 2 years related experience OR 2 years of college coursework
- Vocational or continuing education in office services
- Knowledge of medical terminology