Administrative Assistant

University of Maryland Medical System•Bel Air, MD

11d

About The Position

Provides administrative support to the department, including screening phone calls, reviewing voice mails, relay messages, greeting visitors, processing mail and faxes, and scheduling in-services for the department. This role also involves scheduling meetings, managing meeting needs (dietary, teleconferencing), coordinating calendars, and ensuring rooms are prepared. The Administrative Assistant serves as a recording secretary for meetings and committees, distributing minutes promptly. They prepare orientation packages for new team members and handle typing, copying, collating, filing, and distributing materials for orientation, in-services, and workshops. Financial responsibilities include managing transactions and receipts for hospital patient transportation bills, various invoices, assisted living facilities, nursing homes, and private duty care. The position assists with clerical, PC, and supply needs, maintaining and ordering office supplies with a focus on cost containment and conservation of equipment and supplies. Collaboration with leadership to maintain the population health budget is also a key aspect. The role requires demonstrating a friendly, helpful, approachable, and professional demeanor, processing information with security and confidentiality, and establishing positive working relationships. Participation with departmental team members to accomplish goals, exercising good judgment, and prioritizing work assignments are essential. Maintaining supplies and cleanliness of the Utilization Management office, assisting leaders with projects, and performing other duties as required are also part of the role.

Requirements

High school diploma or equivalency.
1 -2 years’ experience in a health care or related setting with computer experience.
General knowledge of medical terminology.
Ability to handle multiple tasks simultaneously.
Ability to communicate effectively with patients, medical staff and team members.
Ability to adapt hours of availability to variable and changing needs of the Center.
Ability to maintain confidentiality with patients and team member information.
Ability to communicate effectively, orally and in writing.
Ability to answer phones.
Ability to work independently and take initiative in achieving Center’s goals.
Knowledgeable of available community resources.
Demonstrated skills in computer literacy to include word processing, database and spreadsheets in Microsoft Office Professional software.
Demonstrated skills in customer service.
Demonstrated skills in attention to detail with follow-through.
Demonstrated skills in strong organizational skills.

Nice To Haves

EMR experience preferred.

Responsibilities

Provides administrative support to the department, including screening phone calls, reviewing voice mails, relay messages, greeting visitors, processing mail and faxes, and schedule in-services for the department.
Scheduling meetings and handle any meeting needs including dietary, teleconferencing equipment and coordinating calendars. Ensures rooms are prepared and ready for meeting.
Serves as a recording secretary for meetings and committees and distributes minutes in a timely manner.
Prepares orientation packages for new team member orientation.
Types, copies, collates, files, and distributes material needed for orientation, in-services, and workshops requested by the department team members.
Manages financial transactions and receipts for hospital patient transportation bills, various invoices, assisted living facilities, nursing home, private duty care, etc.
Assists with clerical, PC and supply needs. Maintains and orders office supplies, utilizing the principles of cost containment, conserving equipment and supplies for both hospitals.
Collaborates with the leadership to maintain population health budget
Demonstrates a friendly, helpful, approachable, and professional demeanor congruent with the UM UCH Just Culture.
Processes information assuring security and confidentiality. Establishes and maintains a positive working relationship and open lines of communication. Participates with departmental TMs to accomplish departmental goals. Exercises good judgment within the scope of designated responsibilities. Prioritizes work assignments and completes duties within prescribed timeframes.
Maintains supplies and cleanliness of the Utilization Management office.
Assists the leaders with projects as needed.
Perform other duties as required.