JOB TITLE &CODE:
Administrative Assistant-NE (26111)
The position provides administrative support to the Department of Family Medicine Residency Program in addition to the faculty, residents and staff of the department. The position requires an enthusiastic, proactive, and detail-oriented individual who will properly handle confidential materials, reports, financial information, and personnel matters. The position will report directly to the Department Manager.
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
Bachelor's degree in business or related field.
High school diploma or equivalent and two years of administrative assistant level experience. One year of secretarial training may substitute for experience.
One year of experience in a clerical/administrative capacity.
Ability to type at least 35 wpm.
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.
50% Department Responsibilities – Essential Duties and Responsibilities include the following items.
- Assist with planning and implementation of the Advanced Life Support in Obstetrics Course and Hal WAnger Family Medicine Conference
- Coordinate Department Promotion and Tenure Process
- Provide support to Core Residency Faculty and other faculty as assigned – duties to include but not limited to: (A) Maintaining daily appointment calendars, (B) scheduling professional meetings, (C) Coordinate travel arrangements, (D) provide secretarial/clerical support including faxing, filing, typing and scanning, (E) Compose and type letters/memoranda’s, policies/procedures, PowerPoint presentations.
- Provide cross coverage for other Administrative staff within the department when needed.
50% Assist the Director of the Residency program and other Residency Staff with meeting deadlines, maintaining their schedules, responding to correspondence and telephone calls, following up on pending matters, etc., by calling these to his/her attention. Essential Duties and Responsibilities include the following items.
- Maintains daily appointment calendars, responsible for scheduling professional meetings, and coordinate departmental travel arrangements
- Independently prepare and distribute correspondence when requested, maintain appropriate records and establish filing system, provide secretarial/clerical support including faxing, filing, typing and scanning, and composes and types letters, memoranda, policies/procedures, reports, PowerPoint presentations, etc. in accurate and timely manner.
- Completes administrative responsibilities for the residency program to include: (A) Assist program manager on projects and special events, (B) Manage the on-call schedule, (C) Assist with E*Value system, (D) Use independent judgement to prioritizes appropriately to ensure efficient utilization of time.
- Coordinate Residency Program reoccurring and impromptu meetings to include: (A) Determine the priorities for meetings; schedule meetings, assemble materials, prepare agendas, (B) Attend and compose meeting minutes for all residency meetings, (C) Connect meetings via video conferencing, (D) Reserve meeting space at multiple campuses
- Residency didactic meeting preparation to include: (A) Orders meals for lunch meetings, (B) ensures all invoices are accurate and correctly routed for payment, (C) Sets-up and clean-up for all didactic components, (D) Gather didactic supplies and equipment, (E) Coordinate lecture recording and upload to Sole website
- Other duties/projects assigned: (A) Greets residents, faculty, staff, visitors and health care personnel promptly and professionally; screens visitors and phone calls, (B) Receive and diplomatically handle calls, emails and visits, (C) Prepare draft PowerPoint presentation data for program director/manager to review
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 is used in operating standard office equipment.
Visual strain may be encountered when viewing computer screens.
May require moving through various areas within the building, requiring use of stairs and elevators.
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.