General Summary

• Under limited supervision provides a variety of administrative services to an organization unit requiring a thorough knowledge of departmental practices and procedures.
• Prepares documents and various materials, responds to complex correspondence and telephone inquiries, maintains filing systems, and prepares basic to complex statistical data and reports. May provide work direction to lower-level clerical staff.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Responds to internal and external telephone calls, inquiries and visitors following established departmental procedures. Liaises with third party service providers for the department. Serves as a key interface with other departments to identify and resolve issues. Determines urgency of situation when contacting/interrupting senior staff members/physicians.
• Initiates or responds to correspondence and memoranda. Prepares presentation material as required. Prepares and ensures accuracy of confidential documents, in accordance with department/service area procedures.
• Schedules and coordinates meetings, appointments, travel arrangements, conferences and training resources. Prepare agendas and assembles background materials. Attends meetings, prepares notes and performs required administrative follow up. Coordinates events; organizes publicity, AV and other necessary arrangements.
• Compiles and reviews financial and/or statistical data for the departmental unit. Performs bookkeeping functions or other financial information monitoring. Monitors budget, expense account and special funds, assists with projections and preparation of budgetary recommendations, identifies and resolve anomalies. May analyze small data sets.
• Liaises with vendors and outside consultants by interacting with relevant departments to coordinate and process relevant paperwork. Submits expenditure requests and/or vendor invoices as required.
• Provides support for special projects and assignments. Researches, analyzes, and summarizes information and source materials for reports. Prepares data and contributes on projects and studies.
• Creates and maintains various paper and electronic filing systems, in accordance with department procedures or The Joint Commission record keeping requirements. Enters updates and retrieves information stored in files and database. May supervise retrieval of medical records, admission tests, x-rays, where appropriate.
• Orders and maintains office/ clinical supplies and equipment in accordance with departmental guidelines and maintains related expense records. Provides recommendations for reducing supplies costs for the departmental unit.
• Ensures established hospital/departmental unit policies, procedures, objectives, quality assurance, safety, environmental and infection control standards are updated in accordance with UMMC policy and procedures, including Department of Health inspection and license holder records.
• Monitors and maintains staff schedules; reviews and verifies employee records, transfers payroll hours as directed and informs Manager of any discrepancies. Ensures employee personnel files and paperwork is completed as required.
• Facilitates and manages the on boarding process for new hires and outside consultants when required.
• Gives routine assignments to and/or assists in overseeing the general work activities of lower-level clerical and secretarial staff as directed by the department head/administrator.

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Education and Experience

• High School Diploma or equivalent (GED) is required.
• Four years general clerical/administrative experience is required.
• Experience of working in a healthcare environment is preferred.

Knowledge, Skills and Abilities

• PC literate with demonstrated proficiency in Microsoft Office Suite. Excellent typing and data entry skills are required. Proficient transcription skills is required.
• Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service. Familiarity with medical terminology is preferred in some units/departmental areas.
• Highly proficient filing and organization skills with ability to prioritize own work and that of others.
• Knowledge and ability to understand procedures, practices and policies in the assigned departmental unit and Medical Center.
• Demonstrated ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
• Demonstrated ability to establish and maintain courteous and effective relationships and demonstrate sensitivity and awareness of customer needs; when dealing with patients/visitors, co-workers and healthcare staff.

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