Administrative Assistant Research Institute

Banner Health

2d•Onsite

About The Position

The Banner Sun Health Research Institute (BSHRI), located in Sun City, Arizona, conducts research, clinical care, prevention, and education in memory and movement disorders. This role provides administrative support to various departments and providers on campus. Responsibilities include front desk duties for patient check-ins (Brain and Body Donation/Clinical Trial patients/participants and Brain Health Check-in visits), managing incoming calls, processing invoices, ordering office supplies, and handling package deliveries. The position supports the Banner Alzheimer's Institute (BAI) and BSHRI, both committed to advancing research and care for neurodegenerative disorders and oncology. This position provides clerical and administrative services and assistance requiring occasional discretion and judgment.

Requirements

High school diploma/GED or equivalent working knowledge.
Working knowledge of clerical and administrative services as normally demonstrated through three years administrative support experience.
Ability to follow oral and written directions as they relate to the functions listed above.
Excellent oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as, provide assistance with incoming telephone calls and walk-ins.
Working knowledge of personal software packages to perform the clerical and administrative functions described above.
Ability to organize, prioritize and multi-task workload in a fast paced environment and maintain a professional manner.
Employees working at Banner Behavioral Health Hospital, BTMC Behavioral, and BUMG, BUMCT, or BUMCS in a Behavioral Health clinical setting that serves children must possess an Arizona Fingerprint Clearance Card at the time of hire and maintain the card for the duration of their employment.
An Arizona Criminal History Affidavit must be signed upon hire.

Nice To Haves

Associate's degree
Additional related education and/or experience preferred.

Responsibilities

Word processes correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed. This may include taking and transcribing dictation involving general business and healthcare vocabulary and a limited range of specialized terminology.
Prepares, collates, and distributes various reports in a timely and accurate manner. This includes completing or handling recurring department projects or one-time projects, as directed by supervisor.
Screens telephone calls and visitors and directs to appropriate parties. Provides information to callers, requiring detailed knowledge of department’s area of responsibility and general knowledge of company policies, practices, and operations.
Performs confidential administrative functions on occasion where errors could have moderate effect on costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies and taking, transcribing and distributing minutes of important meetings.
May coordinate supervisor’s and/or department’s calendar, including scheduling meetings and appointments, following established instructions. May coordinate meeting and training classes, registration and preparation of materials, AVA setup, and other classroom preparation. May present classes. May develop meeting/classroom fliers and material and prepare summary data of attendance, etc. may reconcile related invoices and expenses. May arrange travel and hotel accommodations as necessary.
May open and screen mail directed to supervisor. Composes responses to routine inquiries, and ascertains which items can be delegated to subordinate managers, and forward appropriate items to manager.
May provide clerical and administrative support to department staff, maintaining a high degree of confidentiality on all sensitive information this position is privy to.
May maintain supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
This position primarily focuses on supporting one supervisor. This position has frequent interaction with, but is not limited to, employees, physicians, patients, visitors, community agencies, vendors, etc.
Checking in Brain and Body Donation/Clinical Trial patients/participants at the front desk.
Greeting patients/participants for Brain Health Check in visits and the Center for Healthy Aging Program.
Supporting incoming calls.
Processing invoices in Docuware.
Ordering office supplies.
Receiving packages from delivery companies, sorting them, and notifying the appropriate department.