Front Desk Jobs

About The Position

Requirements

• High School Diploma or Equivalent
• 5 years Administrative/secretarial experience (or 3 years with Associate's degree, or 1 year with Bachelor's degree)
• Must pass pre-employment skills test as required and administered by Human Resources.
• Proven experience providing complex, confidential administrative support to multiple faculty in a fast paced academic or medical environment.
• Demonstrates sound independent judgment, initiative, and discretion.
• Working knowledge of medical terminology, administrative procedures, and institutional policies.
• Strong interpersonal, written, and quantitative skills.
• Ability to manage competing priorities.
• Ability to prepare accurate correspondence, reports, and meeting materials.
• Ability to coordinate calendars, travel, and faculty leave.
• Ability to support research and publication activities.
• Financially savvy, capable of tracking budgets, reconciling accounts (PRS), supporting grant preparation, and maintaining detailed financial documentation.
• Collaborative team member who can provide front desk coverage.
• Ability to adapt to changing demands.
• Actively pursue ongoing professional development.
• Ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of critical infrastructure.

Nice To Haves

• Associate's Degree
• Bachelor's Degree

Responsibilities

• Perform clerical and administrative functions within the Department.
• Compose formal and informal correspondence.
• Rotate the distribution of all incoming and outgoing correspondence for the department.
• Establish priorities and deadlines for completion of projects.
• Directs inquiries to the appropriate patient care area.
• Prepare meeting schedules, greet visitors, and escort them to meeting location.
• Maintain both the current year and a long-term year calendar for the assigned faculty.
• Arrange all future travel preparations, scheduling airline reservations and hotel accommodations as necessary.
• Ensure all travel expenditures are processed according to institutional policies and guidelines and that the respective faculty and/or staff are reimbursed accordingly (At the onsite and guidelines the institution allows for faculty travel).
• Submit and Maintain supporting faculty leave requests and leave balances using the PTO Tracker.
• Must execute simple mathematical computations with and without the assistance of calculators, including addition, subtraction, multiplication, division, and computation of rates.
• Compile and compose formal and informal correspondence and reports.
• Review manuscripts, protocols, slides, and overheads as requested by assigned faculty.
• Maintain curriculum vitae in the appropriate institutional format using the institution database.
• Record & transcribe meeting minutes as required including preparation and distribution of minutes along with scheduling the meeting(s).
• Obtain information from Medline and Pub Med Reference Manager Databases used for publication in peer-reviewed journals, books, etc. for assigned faculty.
• Provide back up for Front Desk Operations.
• Maintain the department’s key file and orders, and record on Excel spreadsheet.
• Responsible for scheduling and taking any recommended training for personal growth by the Operations Manager.
• Prepare purchase requisitions as required for the procurement of items requested by assigned Faculty in accordance with the Institution’s purchasing guidelines.
• Monitor and balance financial budget activity according to assigned Faculty, using complex accounting review, tracking and analysis, cost projections, status reports, and identification of potential problems.
• Under the direction of assigned Faculty, complete and/or assist the preparation of funding applications, budget projections, and appropriate justifications as part of grant preparation.
• Prepare and update Faculty expenditures, using PRS Development Funds on PRS Tracker, ensuring all transaction have been recorded on the tracker and it balances to Free Balance report- to be done on a weekly basis.
• Maintain files of all expenditures.
• Provide documentation of all expenditures to Operations Manager.
• Responsible for tracking supporting faculty’s PRS- maintaining the balance on accounts and supporting documentation as required by the division and department.
• Responsible for the reconciliation of accounts as required by the department, division and institution.
• Other duties as assigned.

Benefits

• Medical
• Dental
• Paid time off
• Retirement
• Tuition benefits
• Educational opportunities
• Individual and team recognition