Administrative Assistant - MUSCP

Job Description Summary Provide administrative support to Managers over MUSC Women’s Clinics. Duties include general clerical and administrative work. Must interact professionally and be able communicate effectively. Entity University Medical Associates (UMA) Only Employees and Financials Worker Type Employee Worker Sub-Type Regular Cost Center CC001998 UMA AMB OBGYN Women’s Health North CC Pay Rate Type Hourly Pay Grade Health-23 Scheduled Weekly Hours 40 Work Shift Day (United States of America)

• a) Reserve rooms and schedule meetings as requested.
• b) Coordinate travel arrangements for conferences, events and meetings.
• c) Receive and screen incoming telephone calls in a courteous and professional manner.
• d) Sort and distribute incoming correspondence, including mail, faxes and emails.
• e) Deliver Mail to the departments in the building once received from USPS and at West opening all mail and putting the correct patient MRN on the mail to be delivered to the correct area.
• f) Schedule and coordinate appointments and meetings. Also secure conference lines if needed.
• g) Prepare accurate documentation and complete tasks in a timely manner.
• h) Record and distribute minutes for meetings.
• i) Perform other clerical duties to include copying, faxing, scanning and filing.
• j) Collection of Mail, processing postage and getting it out to the mail box for pick up.
• k) Submitting documents to Legal.
• l) Pricing and setting up catering or purchasing items for event/meeting for staff.
• m) Setting up conference room tables for meetings and assist meetings with the smart screen as needed.
• n) Keeping provider lists up to date at all 4 women’s locations Initiate, complete, organize and track human resource activities:
• a) Accurately prepare appropriate paperwork for new hires, transfers and terminations as needed.
• B) Ensure timely, accurate processing of key paperwork as required by policy.
• c) Maintain HR unit files ensuring compliance with regulatory requirements.
• d) Ensure employee actions (recruiting, hiring, promotions, and separations) are processed in a timely manner.
• e) Assist in departmental new hire orientation process as needed.
• f) Monitor annual requirements.
• g) Maintain continuing education files, licenses, certifications and competencies.
• h) Creating and keeping employee files up to date (created new files for all employees with check list to help track files to keep up to date).
• o) Complete biweekly timekeeping and tracking of FM LA hours for accurate payroll processing.
• a) Assist managers with timekeeping
• b) Assist managers at all sites with Time edits, Overtime reports, missed punch reports
• c) When manager is out help to facilitate all time is completed and approved
• v) Perform procurement functions in accordance with established policies and procedures.
• a) Coordinate the procurement of equipment and supplies ensuring appropriate quantities are available.
• b) Ensure budgetary records are accurate and readily available.
• c) Identify cost containment opportunities for the department.
• d) Allocate charges on Purchasing Card and reconcile monthly.
• e) Ensure all necessary forms and reports are correct, concise and completed in a timely manner.
• F) Assist in renewals of service/maintenance agreements for equipment
• w) Assist with special projects and other operational activities as requested.
• a) Organize and maintain project files and databases.
• b) Prepare correspondence, reports, presentations, documentation and as required.
• c) Effectively communicate updates and project plans to stakeholders.
• d) Oversee the tracking, assessments and updates of completed projects and reporting to key stakeholders.
• Other duties as assigned.

Rounding with staff to make sure everything is working well and if they need any help with…