OFFICE ASSOCIATE II

University of Alabama at Birmingham•University, MS

31d•$15 - $24

About The Position

Office Associate II (OAII) General Responsibilities: Under minimal/general supervision, performs standard clerical and administrative duties. Provides administrative support to faculty in Academic General Pediatrics. Prioritizes and routes incoming mail and assists in fielding office phone calls. May assist with special projects. Prepares correspondence. May handle confidential information, dictation, and transcription. Will work as a team alongside Program Coordinator II (PCII). Reports to Division Administrative Supervisor Job Functions: Newborn Hospital Medicine/Gen Peds Support assigned faculty physicians (primary clinical area of NBHM) Duties include but not limited to: managing calendars, scheduling meetings, drafting agendas, taking meeting minutes, maintain faculty CVs, track time off requests (vacation and professional leave), etc. Assist in creation of faculty presentations as needed, as well as (pulling together / securing) references required for academic work Assist in creation of Newborn Hospital Medicine (NBHM) schedules for residents. Assists w/ the development and revision of forms for the NBHM service. Maintains all forms for UAB Hospital Newborn Nursery faculty filing cabinet. Creates and revises forms as needed. Monitor and maintain adequate supplies for faculty operations and learner educational experiences in NBHM (ex. patient forms and handouts, physician work aids, etc.) Assist NBHM Medical Director with tracking of procedures monitored for review and OPPE of attendings. Coordinates and distributes monthly UAB Hospital Newborn Nursery resident email. Coordinates, creates and distributes UAB Hospital Newborn Nursery resident calendar, noting days assigned to clinic. Creates new folder/tracking sheets for incoming interns. Creates, maintains and distributes monthly Newborn Nursery attending calendar. Distributes monthly email to RNICU Residents. Maintains Folders/Documents on learning website for NBHM rotation. Ensures all Residents and Faculty complete required UAB Baby Friendly breastfeeding training within 6 months of date of hire. Sends Residents and Faculty reminders to complete NBN SCO forms (Monthly). Review Amion website for changes to residents RNICU, NBN, or PCC schedule and revise NBHM schedules as necessary. Creates individual monthly resident evaluations for NBHM Attending's in UAB Box. Uploads NBHM schedules to Box. Sends Housestaff office medhub schedule based off NBHM calendar for the month. Other duties as assigned. Med/Peds Section Will support assigned division Med/Peds faculty physicians. Duties include but not limited to: managing calendars, scheduling meetings, drafting agendas, taking meeting minutes, maintain faculty CVs, track time off requests (vacation and professional leave), etc. Support Med/Peds section chief. Schedule monthly section lunches/socials, send calendar invites, draft agendas, take meeting minutes, coordinate space/food/ set-up/take-down reimbursements. Manage calendar for meeting and speaking requests. Assist in grant management - progress reports, scheduling meetings for research and educational teams. Assist in Grand Rounds planning (1 week per year)- working with speaker on honorarium, reimbursements, travel/hotel arrangements, visit agenda. Assist in Recruitment activities of Med-Peds faculty as assigned by Administrative Supervisor or Division Director - duties may or may not include: organizing CV, creating agenda for interview days, facilitating schedule of interviews across Medicine and Pediatrics, scheduling meals and invites for recruitment events. Organize and maintain UpToDate materials related to promotion & tenure, benefits, CME across Internal Medicine and Pediatrics as faculty resource. Act as a communication liaison and special events planner for Med/Peds faculty events. Assist in survey creation to poll/ survey faculty regarding strengths, weaknesses, opportunities, threats (SWOT) of the section yearly. General office duties Will answer, triage, and redirect office phone lines and faxes as appropriate. Cross train for time sensitive tasks of co-workers to cover during absences Other duties as assigned.

Requirements

High School diploma or GED and five (5) years of related experience required.

Responsibilities

managing calendars
scheduling meetings
drafting agendas
taking meeting minutes
maintain faculty CVs
track time off requests (vacation and professional leave)
creation of faculty presentations
creation of Newborn Hospital Medicine (NBHM) schedules for residents
development and revision of forms for the NBHM service
maintaining forms for UAB Hospital Newborn Nursery faculty filing cabinet
monitor and maintain adequate supplies for faculty operations and learner educational experiences in NBHM
assist NBHM Medical Director with tracking of procedures monitored for review and OPPE of attendings
coordinates and distributes monthly UAB Hospital Newborn Nursery resident email
coordinates, creates and distributes UAB Hospital Newborn Nursery resident calendar, noting days assigned to clinic
creates new folder/tracking sheets for incoming interns
creates, maintains and distributes monthly Newborn Nursery attending calendar
distributes monthly email to RNICU Residents
maintains Folders/Documents on learning website for NBHM rotation
ensures all Residents and Faculty complete required UAB Baby Friendly breastfeeding training within 6 months of date of hire
sends Residents and Faculty reminders to complete NBN SCO forms (Monthly)
review Amion website for changes to residents RNICU, NBN, or PCC schedule and revise NBHM schedules as necessary
creates individual monthly resident evaluations for NBHM Attending's in UAB Box
uploads NBHM schedules to Box
sends Housestaff office medhub schedule based off NBHM calendar for the month
schedule monthly section lunches/socials, send calendar invites, draft agendas, take meeting minutes, coordinate space/food/ set-up/take-down reimbursements
manage calendar for meeting and speaking requests
assist in grant management - progress reports, scheduling meetings for research and educational teams
assist in Grand Rounds planning (1 week per year)- working with speaker on honorarium, reimbursements, travel/hotel arrangements, visit agenda
assist in Recruitment activities of Med-Peds faculty as assigned by Administrative Supervisor or Division Director - duties may or may not include: organizing CV, creating agenda for interview days, facilitating schedule of interviews across Medicine and Pediatrics, scheduling meals and invites for recruitment events
organize and maintain UpToDate materials related to promotion & tenure, benefits, CME across Internal Medicine and Pediatrics as faculty resource
act as a communication liaison and special events planner for Med/Peds faculty events
assist in survey creation to poll/ survey faculty regarding strengths, weaknesses, opportunities, threats (SWOT) of the section yearly
answer, triage, and redirect office phone lines and faxes as appropriate
cross train for time sensitive tasks of co-workers to cover during absences
other duties as assigned