Administrative Assistant - Oklahoma Children's Heart Center

OU Health•Oklahoma City, OK

2d•Onsite

About The Position

Under general supervision, the Administrative Assistant is responsible for maintaining the schedule for all surgeries, quality assurance processes, and compiling department statistical reports. This role provides essential administrative and secretarial support, acts as a primary point of contact, and ensures efficient operations within the HB Children's Heart Center.

Requirements

High School Diploma Required.
0-3 years of experience required.
Excellent verbal and written communication skills
Proficient with the use of Microsoft Office tools
Strong customer service skills
Excellent organizational skills
Knowledge of office procedures and equipment.
Good interpersonal skills for interaction with employees, clients and customers.
Ability to maintain and handle confidential information appropriately.
Typing/keyboarding skills sufficient to meet the requirements of the position.

Nice To Haves

3 or more years of administrative support related experience preferred.

Responsibilities

Performs administrative and secretarial support duties.
Routes calls to appropriate personnel and receives incoming calls, recording messages or providing routing information.
Serves as a contact person for internal and external inquiries.
Communicates with internal and external offices to obtain or share information.
Ensures administrative details are completed.
Reviews and responds to routine correspondence, sometimes in the name of the supervisor or physician, and drafts replies with minimal instruction.
Coordinates the scheduling of all surgeries, considering desired date, priority, and length to ensure efficient use of surgery suites and staff.
Maintains a 60-day surgery schedule to safeguard against computer downtime.
Notifies all necessary parties when changes to the schedule must take place.
Manages extensive customer relations in coordinating schedules with physicians.
Checks for physician orders and attaches them to patient medical records to ensure appropriate care.
Communicates professionally with physicians and physician office staff to ensure appropriate documentation.
Works closely and professionally with nursing and ancillary departments to maintain a teamwork approach.
Assists in resolving patient concerns.
Performs other duties as assigned.