The Administrative Assistant of Clinical Institutes is responsible for providing clerical and administrative support to the Cancer and Orthopedic Insitute department leaders.
Job Specific Duties
Assists Department Head(s) with special projects, organizes meetings, conferences, and other special events. Performs research and analysis for related projects and specific issues.
Responsible for composing, typing, editing, and proofreading correspondence, reports, letters, memoranda, and/or additional documents. Prepares meeting minutes and other sensitive documents.
Prepares presentations, financial and non-financial reports for the Department Head(s). Collaborates and supports business manager and leadership in collecting the institute's operational, quality and/or financial data that may be part of the performance scorecard. Collaborates and supports business manager to populate, track and trend the clinical institute's KPIs and statistics.
Prepares financial plans, budgets and forecast reports for the Clinical Institue's leaders approval. Assists manager and / or director with monthly expenses and invoices. Works with leadership to review contracts to submit into NTtracts. Follows up with legal and complies with requests from legal to ensure contract is reviewed, processed and executed.
Facilitates planning, organization, and activities of the Department Head(s) to ensure efficient and effective work flow coordination.
Manages and sets up Teams shared file system for employee records, handles the maintenance of employee records, and posts certification reminders.
Edits KRONOS transactions in a timely manner and within established guidelines as demonstrated with minimal edits by payroll department.
Orders and maintains office supplies. Submits PO's and contracts for approval and follows up on completion or renewal. Verifies and submits invoices to be approved by the Department Head(s).
Assists on the procurement process and guidelines. Receives supplies and distributes to corresponding areas. Maintains records of supplies received and disputes any order discrepancies, follow-up with delay orders and works with supply chain to resolve issues.
Performs all other clerical duties such as copying, scanning, filing, faxing, and special projects as set forth by the Department Head(s).
Provides clerical support, greets and assists visitors, schedules and maintains calendars, coordinates travel arrangements, and handles day-to-day public relations for the Department Head(s).
Receives and screens visitors and telephone calls for the Department Head(s).
Answers inquiries concerning activities and operations for the Department Head(s).
Schedules and coordinates meetings for the Department Head(s) and follows-up as needed.
Accountable for phone and technology set up to facilitate the onboarding process for new employees and residents. Submits work orders to maintain phone, computer, and equipment services and repair.
Serves as resource specialist with the Institutes and positively shares information with patients and families. Leverages internal resources to create positive experiences for families.
Performs other duties as assigned per Institute related to camps or community events.
Codes and reconciles departmental Pcard, maintains record keeping for all expenses for proper coding, and verifies initial invoice vouchers for approval in PeopleSoft before routing to Director.
Submits work orders to maintain appropriate services support to Institutes and other departments/areas.
Participates in Lean initiatives to improve processes to deliver higher quality, cost effective care, with greater customer service, and which impact can be measured by way of metrics.
Utilizes Lean methodology to improve the family experience in the Institutes. Actively involved in continuously improving the patient experience and service recovery process.
Minimum Job Requirements
2-4 years of Administrative Assistant experience
Knowledge, Skills, and Abilities
High school education or equivalent preferred.
Excellent time management and prioritization skills.
Able to adapt and react calmly under stressful conditions.
Able to set priorities and meet deadlines.
Abilities in prioritizing, successfully handling multiple concurrent tasks, strong problem solving skills, attention to detail, and working in a team environment.
Ability to work independently and flexibly with minimal supervision.
Ability to represent department function in a professional, courteous, and efficient manner.
Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
Ability to communicate both verbally and in writing.
Able to maintain confidentiality of sensitive information.
