Administrative Assistant- Center for Complex Medicine

University Physicians' Association•Knoxville, TN

1h•Onsite

About The Position

UT Hospitalists (Center for Complex Medicine) is seeking enthusiastic and qualified applicants for a full-time Administrative Assistant to join our team. The ideal candidate for this position will have a commitment to the mission and vision of the Center for Complex Medicine (CCM), with high energy and the ability to prioritize and complete multiple tasks accurately and quickly. The individual must be comfortable interacting with team members and leaders from across the organization and must have strong interpersonal skills to manage complex situations with good judgment, discretion, and tact. The candidate must know when to elevate a concern and how to do so appropriately. Strong organizational skills, integrity, and attention to detail are essential. Reporting to both the Vice President and the Executive Director of Center for Complex Medicine, this position provides administrative support to the CCM and serves at the primary contact for the COE. They must be able to work independently with little supervision, be well organized, flexible, proactive, resourceful, self-motivated, and efficient. They must have expert written and verbal communication skills and strong decision-making ability.

Requirements

Experience providing administrative support in a fast-paced environment
Reputation of the highest integrity
High emotional intelligence and a pleasant demeanor with exceptional interpersonal skills
Adjusts quickly to constructive feedback
Able to take initiative while working with minimal oversight
High level of professionalism with the ability to maintain sensitive and confidential information
Comfortable coping with constant interruption
Physically able to manage interruptions several times throughout the day
Organized, detail-oriented, and able to manage multiple complex tasks
Proficient in Microsoft Office applications (Outlook, Power Point, Excel and Word)
Commitment to the mission, vision, and values of University Health System, Inc.

Responsibilities

Manages planning and execution of meetings for the VP and Executive Director of Center for Complex Medicine.
Coordinates group meetings, prepares agendas & packets and orders food.
Attends meetings and captures detailed minutes.
Ensures VP and Executive Director have all appropriate materials available for meetings and presentations and that all equipment is in good working condition, and presentations can be made without audiovisual problems
Plans and coordinates official gatherings and other business/social events involving the CCM
Processes expense reimbursements for VP and Executive Director
Makes travel arrangements for the VP and Executive Director and follows up to ensure arrangements are in place from beginning to end with detailed written itineraries
Maintains files, both hard copy and electronic, for easy retrieval
Responds to all calls and complaints and ensure that the calls are dealt with appropriately or make assignments and follow through to ensure that the call has been handled
Greet guests and ensures phones are answered while demonstrating excellent customer service skills
Engenders a team atmosphere, helping others when needed to create a culture of mutual respect, support and continual improvement
Serves as back up to UT Hospitalist support staff when needed
Process mail for CCM
Maintains supply inventory for CCM
Other duties as assigned by CCM leadership team or the physicians