Administrative Specialist - Department of Surgery

Job Overview

The Administrative Staff Specialist performs administrative/secretarial functions for the Department that include assisting with budget planning; monitoring expenditures; processing accounts receivable; resolving discrepancies with vendors; keeping personnel files in accordance with JCAHO expectations; ordering supplies/equipment and reporting hazards to the appropriate department. This job assists with scheduling appointments, registering patients, resolving patient disputes, and answering the telephone. This job verifies insurance, obtaining referrals and authorization and stays abreast of insurance policies and changes.

This job also keeps abreast of hospital and HR policies as they are implemented.

• Assist with budget planning.
• Monitor expenditures.
• Process accounts receivable.
• Resolve discrepancies with vendors.
• Keep personnel files in accordance with JCAHO expectations.
• Order supplies/equipment and report hazards to the appropriate department.
• Assist with scheduling appointments, registering patients, resolving patient disputes, and answering the telephone.
• Verify insurance, obtain referrals and authorizations, and stay abreast of insurance policies and changes.
• Keep abreast of hospital and HR policies as they are implemented.
• Arrange for the repair and maintenance of office equipment.
• Monitor staff attendance and time.
• Assist staff as needed.
• Facilitate and coordinate the day-to-day administrative activities of the department.
• Support fiscal and time management objectives of the department by coordinating administrative services through effective interactions with the health care team and other support staff.
• Coordinate recruitment activities and scheduling of interviews with applicants.
• Perform daily activities with minimal supervision.
• Ability to work in a fast-paced environment; proactively resolve problems with minimal supervision.
• Provide new faculty member orientation.
• Manage multiple physician calendars and appointments.
• Coordinate business travel arrangements for new recruits and current departmental faculty members.
• Order supplies/equipment.

• Minimum of four (4) years of previous secretarial/administrative work experience in an office setting.
• Previous experience with Microsoft Office applications and e-mail/calendaring.

• Five (5) years of previous secretarial/administrative work experience in an office setting.
• Previous experience in an academic health care setting.

• High School Diploma or equivalent.

• Associate Degree in Business, Accounting, or related field from an accredited program.

• Lifting less than 20 lbs.;
  Lifting 20-50 lbs.
• Prolonged standing.
• Strong recall, reasoning, problem solving, hearing, speak clearly, reading, logical thinking.
• Fast-paced environment, able to handle multiple priorities, able to adapt to frequent change.

Work schedule may change based on department’s needs.

EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.