Surgery Administrative Assistant & Scheduling Specialist

Department:

Status:

Benefits Eligible:

Hou
rs Per Week:

Schedule Details/Additional Information:

Monday to Friday

8:00am to 5:00pm

Pay Range:

JOB SUMMARY

Provides basic to moderately complex administrative support, including reception, scheduling, word processing, document distribution, and file maintenance. Relieves department leadership and other staff of administrative details, using judgment and discretion to solve office problems and expedite workflow.

EDUCATION/EXPERIENCE

High school diploma or GED equivalent required and one year of related experience. Associate's degree preferred.

Prior experience in academic healthcare setting.

ESSENTIAL FUNCTIONS

Healthcare or academic setting, as the position will support multiple providers and includes responsibilities such as:

• Calendar management and scheduling
• Tracking licensure, CME, and credentialing deadlines
• Assisting with CV updates and formatting
• Travel arrangements and expense reporting
• Entering and maintaining call schedules
• Coordinating with referral teams and supporting clinic operations
• Preparing letters of recommendation
• Ensuring proper handling of confidential/PHI documents
• Coordinating signatures and approvals for forms and agreements
• Scanning and indexing documents into patient records
• Providing general office support (mail, supplies, patient calls, interview scheduling, itinerary creation, and event coordination)
• Supporting an academic office environment and interacting closely with APPs and surgeons

• Schedules andmaintainscalendars for appointments, meetings, and travel.
• Assists with travel arrangements and expense reporting.
• Organizes administrative aspects of meetings (agenda, site, food/beverage, technology, documents).
• Answers andscreenscalls,greetsvisitors,providesprocedural information, and answers questions related to operational matters.
• Performs routine to moderately complex word processing and document creation. Make decisions on formatting and layout, editing for accuracy and consistency.
• Compiles reports, graphics, and statistical data.
  
  Createsreports under general instruction and displays data to support needs, including the generation of existing reports.
• Maintains filing systems and confidential records.
• Opens, reads, and prioritizes mail,initiating return correspondence as appropriate.
• Conducts basic research and analysis to support administrative needs.
• Operates andmaintainsofficeequipment;may order supplies as needed.

SKILLS/QUALIFICATIONS

• Time management and prioritization.
• Ability tomaintainconfidentiality and use discretion.
• Initiative and independent problem-solving.
• Effective written and verbal communication.
• Professional demeanor and customer service orientation.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Organizational and multitasking abilities
• Diligence and attention to detail.
• Ability to create and compilesimple to moderately complex documents, reports, graphs/charts, and presentations

WORK ENVIRONMENT

Clean, well lit, comfortable, office environment

May be subject to interruptions

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training

• Premium pay such as shift, on call, and more based on a teammate's job

• Incentive pay for select positions

• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs

• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability

• Flexible Spending Accounts for eligible health care and dependent care expenses

• Family benefits such as adoption assistance and paid parental leave

• Defined contribution retirement plans with employer match and other financial wellness programs

• Educational Assistance Program

Note:

Eligibility for programs listed above may depend on your FTE or status…