Administrative Assistant - Saint Peter's Healthcare System : Job Details

Administrative Assistant

Department of Pediatrics

The Administrative Assistant will:

* Receive telephone calls for the department.

* Answer heavy volume of phone calls within 3 rings, identifying themselves, the department and politely obtaining a summary for the call.

* Determine urgency and dispatches requests to appropriate personnel; takes accurate messages in accordance with established department procedures.

* Immediately and appropriately document patient interactions in department EMR, SHIRE Review voice mails left overnight.

* Assist Department Chair in managing and maintaining the department's expenditure reports

* Obtain invoices, create vouchers and makes request for necessary signatures

* Send signed copy through interoffice mail to Accounts Payable and email signed copy to necessary financial team (Accounts Payable, Finance and Dept. Chair).

* Keep electronic copies of all transactions organized with accordance with department policy. Works closely with the Grant Coordinator and Practice Coordinator when quarterly reports are due.

* Acts as time keeper and monitors all requests for time off, following hospital policy and procedures for Payroll purposes.

* Enter time off requests and make note into hospital payroll system.

* Keep electronic copies of all requests organized for easy reporting and review.

* Act as secondary to Practice Coordinator for sign off privileges.

* Receive, process and distribute electronic faxes in Athena inbox to appropriate staff.

* Receive, process and distribute department mail

* Process outgoing mail, per hospital procedures

* Process FedEx shipping label per clinical staff instructions and deliver to loading dock Pick up and distribute in-coming mail

* Appropriately request charts from Cityside Archive, per guidance of clinical staff when necessary.

* Follow documentation procedures in SHIRE when chart is requested and obtained.

* Operate standard office machines to efficiently perform duties (e.g.: phones, computers, scanner/fax/copier/printer, label makers, etc.)

* Secondary to Registrar Receptionist

* Greet and receive patients and visitors in a courteous and professional manner.

* When receiving patients, identify the patient is on schedule, note the time of the appointment, register patient per hospital standards and obtain referrals if necessary.

* Inform patients if there will be a wait.

Requirements:

* Ability to type, edit and proof business correspondence and prepare reports.

* Three (3) years related secretarial work experience including arranging meetings and conferences.

* Excellent interpersonal skills.

* Must be able to accurately and efficiently record and type dictation involving a normal range of business vocabulary or a limited and recurring range of special terminology.

* Generally sedentary work but may require standing and walking.

Grade 116