Administrative Assistant

Job Description

Under limited supervision, coordinates and performs a variety of administrative and operational support duties for medical education, including but not limited to directing calls and routine inquiries, processing correspondence, forms, reports, budgets, bookkeeping, processing forms & information, performing data entry as needed, maintaining established spreadsheets, establishing and maintaining files and records. Prepare, edit, and proofread documents to ensure accuracy. The administrative assistant should be a self‑motivated individual who is able to process information efficiently and with great attention to detail.

He or she must exhibit the highest levels of professionalism and problem‑solving abilities for routine to complex inquiries or problems. The candidate will be expected to follow and ensure compliance with institutional.

Reception, Information and Inquiries

• Following departmental protocol greets, determines needs & directs patients/parents, internal staff and external visitors; accepts, screens & routes telephone calls.
• Answers inquiries, provides forms/information, or resolves problems concerning activities and/or operations of department; follows through, as required, to meet needs of customers.
• Open and distribute incoming mail and prepare/process outgoing mail/packages.

Appointments, Meetings and Events

• Coordinates and schedules appointments, interviews, meetings or events; exercises discretion and judgment to coordinate calendars for multiple individuals, care providers or groups.
• Schedule routine appointments, interviews or meetings; exercises some discretion and judgment to best meet the needs of the department and individuals.
• Establish regular meetings with staff persons to stay abreast and adjust for new or ongoing needs or issues within the department.

Correspondence, Reports and Documents

• Performs a variety of assignments utilizing computer to prepare, transcribe, type, edit and distribute agendas, minutes & documents, compose routine to complex correspondence & documents; creates forms, flyers, templates as needed.

Statistics/Records Maintenance and Reports

• Compiles and maintains statistics, budget or data pertaining to departmental operations.
• Prepares or assists with preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis; prepares reimbursement requests, work orders, requisitions etc. in accordance with pre‑established procedures.
• Copies and/or duplicates materials; prepares and transmits facsimiles.
• Proofreads all work to ensure accuracy and neatness.

Administrative Activities

• Anticipates, plans and coordinates activities to manage assigned administrative support responsibilities.
• May be requested to provide instruction and/or training to others in activities, processes and responsibilities directly related to this position.
• Maintains and expands own competencies by attending training sessions or educational programs, as directed. Encourages team members to adhere to professional standards and to expand competencies.
• Update and report learner registration status.
• Run validation reports and follow‑up with non‑compliant learners.
• Work with registration and education staff to ensure proper scheduling.
• Manages and oversees learners’ weekly work schedules.
• Schedule learner badge appointments.
• Ensure badges have been issued and deactivated.
• Run monthly RAS learner reports.
• Review and compare RAS and ECHO reports to ensure accuracy.
• Prepare welcome packets and coordinate printing of recruitment materials.
• Retrieve learner registration documents and scans to electronic folders.
• Download online registration documents to electronic folders.
• Contact coordinators and/or learners regarding missing documentation.
• Revise registration documentation as needed.
• Upload learner photos to the online Privileges system (ECHO).
• Distribution of recruitment applications to interviewers.
• Monitor learners’ weekly work schedules in My evaluations.
• Follow with learners not compliant with registration requirements.
• Distribution of garage parking cards.
• Collect and deposit parking garage payments.
• Submit learner beeper numbers to…