Administrative Assistant-General Surgery
About The Position
The Administrative Assistant provides administrative and operational support to the General Surgery Department, including physicians, advanced practice providers, and leadership. The role coordinates schedules, supports patient and provider communications, maintains records, and contributes to the efficient day-to-day operation of the department. It serves as a resource for departmental workflow coordination while maintaining professionalism, confidentiality, and customer service. The position works Monday through Friday from 8:30 a.m. to 5:00 p.m. It supports patient care by handling communications, scheduling appointments, maintaining patient records, coordinating referrals and ancillary appointments, and assisting licensed practitioners by queuing prescription renewals. The work is primarily sedentary and involves substantial sitting and keyboard use.
Requirements
- High school diploma or GED.
- 0–1 years of related work experience.
- Experience with computer systems, including web-based applications and some Microsoft Office applications such as Outlook, Word, Excel, PowerPoint, or Access.
- Ability to maintain close attention to tasks and use judgment to respond to events several times a week.
- Ability to perform sedentary work, including sitting most of the time and occasionally exerting up to 10 pounds of force to carry, lift, push, or pull objects.
- Ability to sit constantly, use a keyboard, work for up to 3–4 hours without a break, and frequently use one-handed power grasping; occasional one-handed fine manipulation may be required.
- Sensory requirements include close work, monitor use, visual clarity at less than 3 feet, visual monotony, conversation, and telephone use.
- Must be vaccinated against influenza as a condition of employment.
Responsibilities
- Answer and screen telephone calls, take accurate messages or direct calls, greet and direct patients, families, visitors, and staff, and respond to requests with timely and accurate information within the role's scope.
- Type and prepare correspondence and documents, proofread and edit materials, draft routine correspondence, and compile and distribute reports and other information.
- Schedule appointments and meetings and maintain calendars and schedules for assigned staff.
- Assist with preparation for department conferences, seminars, and other sponsored programs or events; receive, record, and prepare related materials.
- Provide positive and effective customer service in support of department and medical center operations.
- Prepare, route, and track routine administrative forms and documents; obtain required authorizations, monitor delivery, and communicate with other hospital departments to resolve delays, problems, and errors.
- Perform clerical duties such as opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating, and distributing documents.
- Organize and maintain department files, records, and databases according to established procedures; enter information from source documents into databases and spreadsheets.
- Update patient demographic and insurance information as necessary and obtain specialist referrals for patient appointments.
- Schedule patient appointments using scheduling tools and resources and coordinate ancillary appointments and procedures with other hospital staff.
- Obtain patient information and materials from referral sources, prepare patient records for clinical activities, and maintain records for physicians.
- Act as a liaison with other departments and external customers, handle confidential information appropriately, and explain policies and procedures when necessary.
- Assist and support licensed practitioners by queuing prescriptions for renewal.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
