Administrative Assistant 2

Under limited supervision, coordinates and performs a variety of administrative and operational support duties for medical education, including but not limited to directing calls and routine inquiries, processing of correspondence, forms, reports, budgets, bookkeeping, process forms & information, perform data entry as needed and maintain established spreadsheets, establish and maintain files and records.  Prepare, edit, and proofread documents to ensure accuracy.  The administrative assistant should be a self-motivated individual who is able to process information efficiently and with great attention to detail. He or she must exhibit the highest levels of professionalism and problem-solving abilities for routine to complex inquiries or problems. The candidate will be expected to follow and ensure compliance with institutional policies and procedures.

Reception, Information and Inquiries:

• Following departmental protocol greets, determines needs & directs patients/parents, internal staff and external visitors; accepts, screens & routes telephones calls.  
• Answers inquiries, provides forms/information, or resolves problems concerning activities and/or operations of department; follows through, as required, to meet needs of customers. 
• Open and distribute incoming mail and prepare/process outgoing mail/packages.

Appointments, Meetings and Events:

• Coordinates and schedules appointments, interviews, meetings or events; exercises discretion and judgment to coordinate calendars for multiple individuals, care providers or groups.
• Schedule routine appointments, interviews or meetings; exercises some discretion and judgment to best meet needs of department and individuals.
• Establish regular meetings as appropriate with these staff persons to stay abreast and adjust for new or ongoing needs or issues within the department.

Correspondence, Reports and Documents:

• Performs a variety of assignments utilizing computer to prepare, transcribe, type, edit and distribute agendas, minutes & documents compose routine to complex correspondence & documents; creates 
  forms, flyers, templates as needed.

Statistics/Records Maintenance and Reports:

• Compiles and maintains statistics, budget or data pertaining to departmental operations.  
• Prepares or assists with preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis; prepares reimbursement requests, work orders, requisitions etc. in accordance with pre-established procedures. 
• Copies and/or duplicates materials; prepare and transmit facsimiles.  
• Proofreads all work to ensure accuracy and neatness.

Administrative Activities:

• Anticipates, plans and coordinates activities to manage assigned administrative support responsibilities.
• May be requested provide instruction and/or training to others in activities, processes and responsibilities directly related to this position.  
• Maintains and expands own competencies by attending training sessions or educational programs, as 
  directed. Encourages team members to adhere to professional standards and to expand competencies.
• Update and report learner registration status
• Run validation reports and follow-up with non-compliant learners.
• Work with registration and education staff to ensure proper scheduling.
• Manages and oversees learners’ weekly work schedules.
• Schedule learner badge appointments.
•  Ensure badges have been issued and deactivated.
• Run monthly RAS learner reports.
• Review and compares RAS and ECHO reports to ensure accuracy.
• Prepare welcome packets and coordinates the printing of recruitment materials. 
• Retrieve learner registration documents and scans to electronic folders.
• Download online registration documents to electronic folders.
• Contact coordinators and/or learners regarding missing documentation.
• Revise registration documentation as needed.
• Upload learner photos to the online Privileges system (ECHO).
• Distribution of recruitment applications to interviewers.
• Monitor learners’ weekly work schedules in Myevaluations.
• Following with learners not-compliant with registration requirements.
• Distribution of garage parking cards.
• Collect and deposit parking garage payments.
• Submit learner beeper numbers to the resource to add to intellidesk and submit requests for deactivations.
• Administrative duties including but not limited to Processing check requests, downloading ERAS evaluation reports to send to faculty, logging evaluations when received, running reports on