Administrative Assistant - Providence, United States - Brown Surgical Associates

Brown Surgical Associates Providence, United States

3 weeks ago

Description

Job Description

Functions as the administrative assistant by supporting and coordinating the day-to-day administrative activities for physicians in the Division of Trauma with primary accountability to the office manager. Responsible for calendar management, call schedule data entry, management of files, dictation, meeting and educational program coordination, assigned projects, and assisting the Surgical Education Department as needed.

Primary duty is the management of the surgeon's schedule to ensure scheduling accuracy and equable flow for teaching, administrative and patient care, travel, call coverage. Coordination of meetings and surgical education courses taking place in the department.

Works independently, receiving little detailed supervision and guidance. Thorough knowledge of Microsoft Office and the administrative routine of the surgical education department are fundamental to the position. Exhibits an understanding of the organization, its programs and procedures related to the operation of the office. Strong attention to detail. Expert handling of department issues and confidentiality is mandatory.

ESSENTIAL FUNCTIONS:

Management of Attendings Calendars and Meeting Coordination

Coordination of meeting including taking minutes
Calendar management including conference schedules, call coverage, patient appointments, surgeries and travel

Check Request/Travel Coordination

Submits travel request and responsible for reservations and travel itinerary
Process check requests for travel reimbursements, journals, membership dues, licensing, etc.

Hospital Call Schedules

Collects availability from physicians in a timely manner
Data entry of call schedule assignments onto the hospital website including changes that occur throughout the month
Maintains a cumulative report of the number of night/weekend/holiday calls
Process monthly stipend form for all attendings taking call

Surgical Education Course Coordination ATLS / ASSET

Assigns faculty lectures, registers students and creates schedules
Maintenance of program financial account
Room reservations
Orders supplies for courses (student manuals, simulation equipment, catering, etc.)

CME/CV/Hospital Reappointments/CAQH/Research

Maintains a spreadsheet listing all (CME) Continuing Medical Education Credits for each physician
Update Curriculum Vitale (CV)
Responsible for hospital reappointments/CAQH for provider affiliated hospitals
Ensures completion of Medicare Time Reports
Assists with research projects as needed
Responsible for any other duties, including covering other administrative secretaries, as may be assigned by the manager

Minimum knowledge, skills, and abilities:

Minimum of three years of experience providing administrative support
Excellent organizational, administrative and time management skills
Strong skills with standard business software applications (Microsoft Office, Google suite)
Higher education experience preferred
Website maintenance experience preferred Job Competencies
Exhibited high-level of discretion, confidentiality, attention to detail and the ability to take initiative in problem solving
Extremely high level of planning and organizational skills with a strong customer service orientation
Close attention to detail as well as big picture
The incumbent must possess diplomacy, sound judgment, and initiative
Exceptional oral and written communication skills with the ability to effectively support and serve a diverse population
Ability to work independently and collaboratively to ensure effective management of all office functions
Experience working with web content management systems and digital project management platforms
Strong interpersonal skills to work successfully with colleagues and represent BSA with professionalism and capacity to successfully engage and support a diverse community of faculty, staff, students, and residents, among others
Must be vaccinated against COVID as a condition of employment.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Conditions common to a clinical practice environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EOE/F/M/Vet/Disabled

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Administrative Assistant - Providence, United States - Brown Surgical Associates

Description

Job Description