Administrative Assistant I QHC-14100-002

Mount Sinai Health System

About The Position

The following serves as a brief functional job description for the Administrative Assistant in the Department of Emergency Medicine. The Administrative Assistant operates under the direct supervision of the Director of the Department, with some latitude for independent or un-reviewed action or decision and is responsible for developing and scheduling departmental activities including assignment of attending physicians, physician assistants, medical students and others who rotate through the department. Responsible for the secretarial and clerical activities of the department. Responsible for all payroll and time sheets for attending physicians, affiliation clerical staff, physician assistants, and nurse practitioners in the department.

Requirements

HS/GED Diploma
1 + year in Administrative assistant role, general supervisory role or office support.
Proficient in Microsoft Office
Excellent written, oral communication, computer, typing, phone etiquette.

Responsibilities

Maintains the flow of quality of work to assure timely accomplishment of assigned workload.
Reviews existing office procedures and recommends appropriate changes to superior.
Processes applications for Medical Staff Appointments of physicians and physician assistants.
Processes and monitors all daily sign-in time sheets for attending physicians, physician assistants (full time and per diem), nurse practitioners, per diem attendings, and residents in the department.
Conducts informal and on-the-job training of new and temporary employees.
Informs employees concerning pertinent features of Affiliation/Corporation personnel and employee relations' programs; either answers questions on such matters or refers them to appropriate sources for additional information.
Orders departmental books, journals, reports as requested.
Coordinates time-worked records for all employees in the department and keeps them advised of vacation, educational time, holiday, status and accumulation of sick leave.
Monitors and reports on medical staff credentialing requirements, ensuring that renewable items are addressed prior to their expiration date.
Meets with superior and members of other departments, as necessary, to achieve necessary coordination in matters of work planning and organization.
Maintains and keeps appointments and scheduling of meetings for the Director, Associate Director and Deputy Director of Patient Services.
Resolves issues resulting from physician absences, including scheduling replacement physicians to cover shifts.
Sets up file systems and files accordingly.
Answers and screens telephone calls.
Types and stores policies and procedures, departmental minutes, grant proposals, and confidential correspondence for the department.
Sorts and disseminates mail to medical, administration and nursing personnel.
Arranges conferences and continuing medical education leaves for physicians, physician assistants, and nurse practitioners within the department.