Senior Administrative Assistant

Under limited supervision, provides complex administrative and secretarial support to an individual or group, and coordinates office operations. Performs varied administrative duties such as composing and typing complex correspondence, relaying confidential information, gathering and interpreting information to develop complex reports. Uses discretion and judgement in screening important visitors and telephone calls and in planning and organizing own work, in addition to supporting front office staff, in meeting established priorities

Education:
Associate’s degree or equivalent
 

Licensures/Certifications:
N/A
 

Experience:
Seven years experience in a medical office setting (Additional education beyond high school may be substituted for experience).
 

Skills:
• General knowledge of and skill in the practical application of office practices, procedures, and equipment; of business English, spelling, punctuation, grammar and arithmetic.
• Skill in composing general correspondence; skill in using a variety of office software applications such as word-processing, spread sheets, presentation packages, and database applications to produce documents.
• Skill in understanding and following oral and written instructions, an in communicating effectively both orally and in writing.
• Skill in planning, organizing, prioritizing, and executing multiple and continuing assignments with general instructions.
• Skill in proofing office correspondence, forms, and other work product for typographical errors, spelling, grammar, and punctuation.
• Skill in performing basic arithmetic calculations.
• Skill in accurate alphabetical and numeric filing.
• Ability to type quickly and accurately
• Knowledge of medical terminology
• Skill in using computerized medical record system (scheduling, registration, billing) and personal productivity applications (experience in EPIC strongly preferred)
• Ability to manage multiple tasks and deadlines
• Ability to type 80 WPM

Principal Duties and Responsibilities:
• Schedules and coordinates meetings, appointments, and travel. Calls attention to appointments and assembles background materials. May attend meetings, prepare agendas, presentations, handouts and minutes/notes of staff meetings
• Screens telephone calls and visitors, taking care of routine matters, and ensuring timely and confidential customer-focused service. Answer inquiries following general instructions and departmental procedures. Covers a reception area utilizing a mutli-line telephone system. Problem solves non-routine phone calls and office process issues that arise for all office staff, utilizing effective communication with patients, providers, and team members.
• Types and formats a variety of documents such as letters, memoranda, reports, presentations, meeting minutes, and forms from a rough draft, using a variety of software applications; proofreads work for typographical errors, spelling, grammar, and punctuation. Composes correspondence as assigned and independently prepares recurring correspondence.
• Opens, screens, sorts, and distributes incoming mail and prepares outgoing mail.
• Exercises initiative in establishing, setting up, and maintaining the organization of the office record keeping systems, and enters, updates, and retrieves information stored in files and databases.
• Gathers materials, obtains documents and background information, and assists in development and preparation of a variety of confidential, specialized, and/or recurring reports and other purposes in accordance with specific instructions.
• Monitors and updates time, leave, inventory, budget, and account records, billing/charges, and orders supplies, equipment repairs and services.
• Coordinates office operations such as daily workflow, inventory and supplies, equipment repairs and maintenance, and customer service problem resolution.. Prioritizes tasks using clear judgement. Prepares and distribute provider coverage and e-mails on a daily basis.
• Coordinates and/or maintains policy manuals and applicable resource materials for department/unit, using electronic, web-based, or manual tools and resources
• May coordinate the scheduling of meeting rooms and associated services (catering)
• May set up audiovisual equipment such as multiple and single image slide projection, video projection and microphones, etc.
• Assists with special projects and other duties as assigned.
• Develop efficiency enhancing workflow / process improvements that make it possible to work with minimal office support for busy multi-departmental office.
• Team build and mentors front desk staff including interns, volunteers, and temporary and new employees.
• As an Epic Front Desk Superuser, provides training and troubles