Administrative Assistant - Clinical Genetics

Job Profile Summary

This role focuses on providing administrative and business support to the organization to achieve operational goals. Responsibilities include producing documents, collecting, recording, sorting and filing information, handling mail, preparing routine reports, making travel arrangements, arranging appointments, responding to inquiries, performing data entry, and operating office equipment. It is an organizational support or service role that assists with daily business activities in a hands‑on environment.

The position is experienced level, requiring basic knowledge of job procedures and tools gained through work experience and possibly vocational or technical education. It works under moderate supervision, handling routine problems and occasionally requiring interpretation or deviation from standard procedures.

This position ensures continuous, efficient, and smooth operation of the Division of Genetics by providing administrative and scheduling support directly to the Clinical Chief of Genetics. Duties include day‑to‑day scheduling, managing the department’s calendar, coordinating meetings and projects, placing purchasing orders, and maintaining an up‑to‑date filing system. It also serves as a clerk, receptionist, and typist, with a strong focus on customer service and time management.

• Maintain established departmental policies and procedures, quality assurance program, safety, environmental, and infection control standards.
• Type correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested; take and transcribe confidential dictation.
• Schedule and coordinate meetings and facilities, including travel and lodging arrangements.
• Receive, handle, and transfer phone calls and messages within the department promptly and courteously.
• Greet visitors in a friendly, professional manner and direct them to the appropriate person or place.
• Collect and gather information needed for conferences, meetings, and reports.
• Process all incoming mail: open, date stamp, organize the Administrative Manager’s schedule for action, follow‑up, and file for review.
• Make travel arrangements using the hospital travel agent; arrange flights, hotels, and conferences as requested, maintain documentation per hospital policy, and submit expenses for reimbursement.
• Maintain office files through development of an organized and efficient filing system; ensure daily upkeep and maintain a directory on the hospital network to reduce paper filing.
• Process hospital forms including employee action form, purchase requisition, request for payment, and petty cash; attach appropriate documentation to each form.
• Maintain and order office supplies as necessary.
• Communicate equipment problems beyond departmental repair scope to Medical Engineering personnel.
• Enhance professional growth and development through participation in educational programs, current literature, in‑service meetings, and workshops.
• Maintain confidentiality in all office matters.
• Maintain collaborative, team relationships with peers and colleagues to effectively contribute to work‑group goals and foster a positive work environment.
• Monitor unit cost and quality of departmental supplies purchased from outside vendors; negotiate purchase agreements with vendors.
• Attend meetings as requested, prepare meeting notes for distribution, and compose letters and memoranda from dictation, verbal direction, or hospital policy knowledge.
• Coordinate the assignment and setup of new staff, process network request forms, passwords, and order and set up new equipment.

• High School diploma or equivalent.
• Two (2) years of related experience.

• Five (5) years of related experience.

• Normal office setting.
• Frequent contact with patients, medical staff, and department personnel.

• Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
• Good organizational and communication skills, both verbal (in‑person and telephone) and written in English.
• Good computer skills using Microsoft Office, including Outlook, Excel, and PowerPoint.
• Ability to ensure accurate message taking.
• Excellent interpersonal skills.
• Ability to work under pressure.
• Working knowledge of office equipment, such as printers and fax machines.
• Ability to adapt to conflicting and/or changing priorities.

$20.12 - $25.15