Administrative Assistant II
The Administrative Assistant II performs broad and department specific technical and administrative support duties of a diverse nature requiring some independent analysis, exercise of judgment in task execution and detailed knowledge of institutional procedures related to the work performed. Under the direction of the Chairman of the department organizes, develops and administers various aspects and procedures for the department.
ESSENTIAL FUNCTIONS AND DUTIES:
- Provides administrative support to one or more designated supervisor(s) and the office; pick up and distributes daily mail; maintains bulletin boards; and posts memos, schedules, and all other pre-approved communications in established locations.
- Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation.
- Under the direction of the Chairman, completes Monthly Physician Schedule for all three sites of service: Mount Sinai Hospital, Holy Cross Hospital, and SMG Vascular Center.
- Schedules and manages medical student rotations.
- At the direction of the Chairman, recruits, coordinates the credentialing process, schedules for radiology moonlighting service manpower.
- Provides support to the monthly department meetings at each facility and keeps minutes for weekly, monthly and quarterly meetings.
- Maintains vacation, physician licensure documentation, CME documentation, ISMIE risk reward tracking logs.
- Creates and maintains records and personnel files for SMG Radiology attendings. Oversee licensure and visa requirements for incoming Radiology Attendings. Coordinate reappointment and oversee any on-going licensure and visa issues Radiology Attendings.
- Maintains physician activity log for all department bonus and quality activities.
- Oversees the operation of office accounts, and plans and monitors expenditures, as appropriate
- Manages department discretionary funds and completes CME expense reimbursement.
- Gathering and interpreting data to construct reports. Drafts financial, statistical, narrative and/or other reports as requested. Responsible for reviewing physician RVU database.
- Handles the disposition and/or resolution of individual problems and disputes involving physicians, staff, residents and/or members of the general public, as they arise.
- Complete payroll activities and associated documentation.
- Sign correspondence, requisitions, vouchers and the like on behalf of Chairman as directed.
- Data entry where interpretation or validation of data is required and simple bookkeeping.
- Responsible for drafting routine correspondence and responding to routine inquiries for information.
- Arranges, participates in, and implements, as directed, conferences and meetings.
- Independently composes reports and correspondence.
- Provides confidential secretarial/office support functions for designated supervisor(s).
- Supervises administrative support staff when necessary
- Establishes and maintains excellent public relations (and greeting) with patients, families, visitors, staff and physicians.
- High school diploma or general education degree (GED); some college course work preferred.
MINIMUM WORK EXPERIENCE:
- A minimum three to seven years of related experience (preferably in a health care setting); or completion of a vocational or certification from a recognized training program.
- Extensive knowledge of office methods and procedures, filing, telephone techniques, and office equipment, as well as English usage, spelling, grammar, and punctuation.
- Ability to perform secretarial and clerical duties with speed and accuracy with minimal supervision.
- Requires intermediate level math skills.
- Requires advanced working knowledge of specified PC applications, software and database management (Word, Excel, PowerPoint, Outlook and Meditech).
- A minimum typing requirement of 50 words per minute.
- Knowledge of medical terminology preferred.
- Ability to use independent judgment and to manage and impart confidential information.
- Strong interpersonal and communication skills and the ability to work effectively with a wide range of customers in a diverse environment.
- Ability to prepare, maintain and submit financial/budget documents.
- Ability to coordinate and organize meetings and/or special events.
- Ability to create, compose, and edit written materials.
- Skill in organizing resources and establishing priorities.
- Ability to communicate effectively, both orally and in writing.
- Skill in developing policy and procedure documentation.
- Knowledge of organizational structure, workflow, and operating procedures.
- Ability to foster a cooperative work environment.
- Ability to record and transcribe meeting minutes.
Special Instructions on how to apply:
To apply for this position please email your resume to email@example.com with the position title in the subject line. You may also fax your resume to (773)257-6290 attention Marisa Robertson. Applications can also be obtained in person at 15th and California from the Human Resources department Monday - Friday from 8:30am - 4:30pm. Sinai Health System is proud to be an Equal Opportunity Employer M/F/V/D. TTY number: 773-257-6289.