Administrative Assistant Surgery
About The Position
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. This position supports multiple providers in a healthcare or academic setting and includes responsibilities such as calendar management, 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, and scanning and indexing documents into patient records. It also provides general office support including mail, supplies, patient calls, interview scheduling, itinerary creation, and event coordination. The role supports an academic office environment and interacts closely with APPs and surgeons.
Requirements
- High school diploma or GED equivalent required
- One year of related experience
- Proficiency in Microsoft Office (Excel, PowerPoint, Word)
- Time management and prioritization
- Ability to maintain confidentiality and use discretion
- Initiative and independent problem-solving
- Effective written and verbal communication
- Professional demeanor and customer service orientation
- Organizational and multitasking abilities
- Diligence and attention to detail
- Ability to create and compile simple to moderately complex documents, reports, graphs/charts, and presentations
Nice To Haves
- Associate's degree preferred
- Prior experience in academic healthcare setting
Responsibilities
- Schedules and maintains calendars for appointments, meetings, and travel.
- Assists with travel arrangements and expense reporting.
- Organizes administrative aspects of meetings (agenda, site, food/beverage, technology, documents).
- Answers and screens calls, greets visitors, provides procedural 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.
- Creates reports 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 and maintains office equipment; may order supplies as needed.
- Tracking licensure, CME, and credentialing deadlines
- Assisting with CV updates and formatting
- 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)
Benefits
- 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
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
