Administrative Assistant - Pathology

WMU Homer Stryker MD School of Medicine•Kalamazoo, MI

58d

About The Position

Overall provides experience in performing a variety of administrative duties for the Department of Pathology and Office of the Medical Examiner Specifically. Exhibits a wide range of knowledge and skills of organizational policies and procedures. Demonstrates customer service principles and practices. Directly leads and supplies information to the general public, clients and customers. Ability to apply communication skills verbally and in writing to all inquiries. Effectively able to problem solve administrative problems and inquires. Proficient in grammar, composing, editing and proofreading various documents. Acquires knowledge to implement departmental administrative practices. Please Note: The administrative assistant position within the Pathology Department and the Office of the Medical Examiner is routinely exposed to a wide range of death types that include trauma based deaths, suicides, homicides, overdoses and others. This position requires emotional maturity and the ability to manage the associated stressors. Additionally, the position includes the requirement to interact over the phone with grieving families, community stakeholders like law enforcement, attorneys, court representatives or physicians offices, as well as in-office staff. The Pathology department offers as supportive environment with a clear path for career advancement or placement within the career path beyond the entry level position, commensurate with experience and qualifications.

Requirements

High school diploma or GED and a minimum of a year of administrative assistant or related experience.
Knowledge and proficiency in word processing and file management using Microsoft Office and other software required by the department.
Knowledge and proficiency in grammar and spelling skills.
Ability to effectively communicate with others verbally and in writing.
Knowledge of administrative and clerical procedures.
Knowledge of customer service principles and practices.
Ability to operate automated standard office equipment such as multi-phone system, copier, computer, shredder, etc.
Ability to meet assigned deadlines.
Ability to interpret, comprehend, and transmit complicated and detailed instructions accurately.
Ability to use various software programs to develop correspondence, documents, agendas, meeting materials, presentations, organizational charts, etc.
Attention to detail.
High degree of integrity to maintain absolute confidentiality in all matters related to department.
Demonstrates the ability to recognize priorities in organization of work flow.
Able to perform duties independently, with a minimal need for direct supervision.
Guides and directs co-workers within department.

Responsibilities

Answers and directs all incoming calls.
Welcomes and directs visitors to the organization.
Retrieves, sorts and distributes mail daily.
Responsible for scheduling meetings upon request, develops meeting agendas, attends meetings, prepares, and distributes meeting minutes.
Works on assignments which are routine in nature, requiring limited judgment.
Consults with supervisor on difficult issues.
Supports event planning for department, under direct supervision.
Responsible for departmental communications.
Maintains equipment and reports any malfunctions.
Supports and assists with department interview and orientation process for new staff, residents and faculty; including scheduling of interviews, and creating specific orientation materials.
Organizes and maintains required forms, training requirements and records for specified department, as required by accrediting agencies.
Assists with maintaining portal pages, department documents, and updates digital signage.
Organizes and maintains department files electronically and by paper.
Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
Acquires knowledge for new technology and policy/procedure revisions.
All other duties as assigned.