Office Specialist

Administrative Support Specialist

Ensure administrative support for the Department of Family Medicine with some latitude for exercising judgment and discretion. Provide technical guidance and direction, distribute workload as necessary, and coordinate special projects and functions. Provide all aspects of administrative support to the manager, faculty members, residents and students. Other areas include, but are not limited to, p-card logs (if applicable), database/record maintenance, travel arrangements, Excel reports and PowerPoint presentations.

Assistance may also be given in the area of classroom preparation and administrative support.

The responsibilities include, but are not limited to:

• Administrative Duties
• Greet visitors, students and patients.
• Compose memos and general letters.
• Maintain and update faculty CVs.
• Prepare reports, gather and compile information, perform calculations, and assist in the development of narrative information or graphic displays.
• Assist faculty in researching articles.
• Assist in the preparation of PowerPoint presentations for faculty, residents, and administrative staff.
• Arrange and process travel for faculty, residents, and administrative staff along with the seminar registration and reservations for hotel facilities and airlines. Includes preparation and routing of Travel Request and Travel Expense Statement forms.
• Maintain calendars for all assigned personnel, coordinate all aspects of meetings, serve as point of contact with outside agencies/societies.
• Submit and validate faculty members' schedules via the Family Medicine scheduling database.
• Process faculty members' license renewals, re-certifications, membership dues and subscriptions.
• Prepare faculty's manuscripts for publication.
• Assist with leave requests for faculty.
• Maintain CME hour reporting system for assigned faculty members.
• Correspondence
• Maintain incoming correspondence and reports; check and compare with previous communication, bring to the attention of supervisor significant items, changes, errors, or omissions; prepare response for approval or signature of supervisor; determine priority of incoming material and route to appropriate personnel.
• Sectional Duties
• Business Section:
  Perform preliminary review of travel for faculty and staff. After final signature, make copies to distribute of approved travel authorizations and for file. Perform preliminary review of travel reimbursement paperwork. After approved, make copies for file. Type check requests as needed for the Business Office. Back-up for Scheduling Coordinator. Other miscellaneous duties as required for the Business Office.
• Resident Section:
  Noon Conference Coordinator (schedule lectures and lunches) Schedule and manage the REC schedule for the residents on a weekly basis One
  45 input conferences for the residents for required attendance Schedule ALSO Course for interns and Eisenhower residents Set-up Orientation Schedule for new interns coming in in July (schedule conferences and speakers) and all other facets of this schedule for a month of required activities.
• Student Section:
  Proctor student exams. Schedule clinical rotation schedules. Review and release student grades for transcripts. Facilitate student workshops.
• Patient Management
• Assist with patient management. Inform physicians and/or residents of outstanding medical records compliance issues.
• Miscellaneous
• Perform budget reconciliation Perform budget reconciliation, procurement, facilities management, and operational activities. Order and maintain supplies for office and clinical use via Peoplesoft Requisition s, check requests, IDRs, etc. Ensure orders are properly charged to departmental funds or one of many sponsored accounts. If charged to sponsored accounts, validate that charges…