Administrative Assistant I (Hybrid) - Anesthesiology

Location

SAINT LOUIS, MO 63110

40

The Administrative Assistant provides comprehensive administrative support to the Critical Care Advanced Practice Provider (APP) Program and APP Leadership Team within the Department of Anesthesiology. This position serves as a primary resource for APPs by coordinating administrative processes, maintaining records, supporting recruitment and onboarding, assisting with scheduling and credentialing activities, and ensuring efficient day-to-day operations of the APP program.

This is a hybrid role 1-2 days a week onsite al candidate needs to be able to work on a team and independently. High level of accuracy and urgency required at times.

• Answer emails, respond to routine inquiries, and direct requests to the appropriate individual.
• Draft, proofread, format, and distribute correspondence, reports, meeting materials, and other documents.
• Maintain electronic and paper filing systems in accordance with departmental policies.
• Receive, and distribute deliveries.
• Schedule meetings, appointments, conference rooms, and virtual meetings for APP leadership.
• Coordinate travel arrangements and prepare travel reimbursements in accordance with University policies.
• Maintain departmental calendars and assist with scheduling recurring meetings.

• Provide administrative support for the daily operations of the Critical Care APP Program.
• Maintain APP contact lists, distribution lists, schedules, and departmental databases.
• Assist with preparation and distribution of APP communications, announcements, and newsletters.
• Coordinate meeting agendas, minutes, and follow-up items for APP leadership meetings.
• Assist with maintenance of APP policies, procedures, and orientation materials.

• Coordinate interview schedules for APP candidates.
• Communicate with applicants throughout the recruitment process.
• Coordinate orientation schedules with APP Leadership and Division Business partners
• Track completion of onboarding requirements and required documentation.

• Assist with collection and organization of credentialing and privileging documents.
• Coordinate completion of annual compliance requirements.
• Maintain credentialing files and assist with Medical Staff Office requests.

• Assist with maintaining clinical schedules and distribution of schedule updates.
• Track schedule changes, PTO requests, and coverage changes.
• Prepare reports related to staffing and scheduling as requested.

• Liaison to Division’s Business and HR partners to help maintain personnel and payroll information into applicable HR and scheduling systems.
• Assist with employee onboarding and separation paperwork.
• Maintain confidential personnel records.

• Maintain departmental databases, spreadsheets, and tracking logs.
• Compile reports related to staffing, education, credentialing, and operational metrics.
• Assist leadership with special projects.

• Maintain office equipment and coordinate service requests.
• Monitor office supply inventory.
• Maintain departmental directories and contact information.
• Update departmental webpages and electronic resources as assigned.
• Coordinate food and beverage orders for meetings, interviews and departmental events, including setup, delivery coordination, and expense reconciliation.

Job Location/Working Conditions

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.
• Occasional lifting (25 lbs. or less).

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

High school diploma or equivalent high school certification or combination of education and/or experience.