Admin Assistant III - Medical Staff Office and Provider Recruitment

Mohawk Valley Health System•City of Utica, NY

13d•$23 - $34

About The Position

Under the general supervision of the Director of Provider Recruitment and Medical Staff Office, the Administrative Assistant III supports the medical staff office and provider recruitment teams. The role involves preparing and distributing meeting minutes; processing medical staff dues, deposits, expense reports, and invoices; coordinating provider onboarding; and maintaining current call schedules. It requires strong organization, attention to detail, discretion, and effective communication with providers and staff. The position coordinates complex and varied administrative tasks requiring independent action and prioritization. Duties also include preparing correspondence and reports, maintaining calendars and records, entering and organizing data, supporting onboarding and training, arranging meetings and travel, processing expenses and invoices, responding to calls and correspondence, assisting visitors, and maintaining office supplies. The employee may supervise assigned staff and perform other duties as required.

Requirements

High school diploma or equivalent.
5–7 years of related experience.
Proficiency with Microsoft Office products and software.

Nice To Haves

Specialized secretarial training.

Responsibilities

Coordinate and perform complex, varied administrative tasks requiring independent action and the setting of priorities and procedures.
Prepare and update correspondence, memoranda, agendas, handouts, website updates, and reports.
Record, prepare, and distribute meeting minutes.
Maintain calendars.
Assist employees with onboarding and training, and answer operational questions within the scope of duties.
Assist with processing payroll, personnel actions, and other human resources forms; ensure accurate staff data entry and regulatory compliance.
Perform data entry and generate reports.
Organize collected information in spreadsheets and generate reports from spreadsheets and databases for analysis and graphical display.
Arrange travel logistics and coordinate schedules; complete travel advance and authorization forms.
Maintain travel records.
Schedule or arrange conferences, meetings, interviews, appointments, retreats, events, and similar activities.
Review expense reports and submit voucher forms with receipts and other information for reimbursement.
Process and track invoices, payments, and requisitions; follow up on payments and reallocate purchases when necessary.
Answer and screen phone calls, provide information independently, and respond to complex questions.
Greet visitors, ascertain their needs, and provide information.
Review, sort, distribute, and file materials; identify priority items and route them appropriately.
Order and maintain office and department supplies.
Answer emails and respond to routine correspondence.
May supervise assigned staff.
Perform other duties as required.
Support provider onboarding and maintain current call schedules.
Process medical staff dues, deposits, expense reports, and invoices.