Administrative Assistant

Provides complex administrative support to a busy Pediatric Surgery practice with 14 surgeons practicing at 3 locations. Provides administrative support to a group of surgeons within the division and oversight and management of the surgeons’ administrative and academic activities. This position will also be responsible for the management and creation of the division’s call schedule for all of surgeons’ and other providers that rotate in our division for the call and clinical assignments/duties. Attention to detail and excellent organizational skills are critical to this position.

This position is eligible for a hybrid schedule (telecommuting & in-office) after successful completion of probationary period.

Provides administrative support to the pediatric surgeons by coordinating calendars, scheduling administrative meetings and preparing agendas for monthly conferences.
Complies and maintains medical staff files including Curriculum Vitae, CME credits, state licensure, DEA certifications and related Risk Management information.
Makes travel arrangements for the surgeons’ attendance at professional meetings including registration, airfare and lodging.

This position will also be responsible for the management and creation of the division’s call schedule for all of surgeons’ and other providers that rotate in our division for the call and clinical assignments/duties. Attention to detail and excellent organizational skills are critical to this position.

Assists with physician recruitment, faculty appointments, credentialing and the Retention, Promotion and Tenure process.

Types and proofs correspondence, memoranda, reports and related materials.
Provides additional general office support such as answering phones and responding to calls, filing copying and ordering office supplies.

Administrative responsibilities for assisting, maintaining and monitoring accuracy for the Division’s operating budget and capital budget.

Assists with the preparation of the Divisional budget.

Manages accounts payable including preparation of travel reimbursements forms credit card purchasing, processing invoices through ePR and Ushop, reconciliation of monthly management reports including reviewing expenses and accounting documents for accuracy.

Problem-solving
This position is responsible for planning and expediting the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

The incumbent works independently in the initiation and follow-through of departmental programs. However, coordination is required with faculty members and other contacts on a regular basis.

Problems faced by this incumbent include balancing all of the details and tasks associated with coordinating complex programs. This involves ensuring fiscal and academic records are accurate and meet university and federal regulations. The incumbent must meet crucial deadlines for national organizations.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience).

Administrative Assistants, II: Requires at least 1 year of related experience.

Administrative Assistants, III: Requires 3+ years of related experience.