Administrative Assistant, Senior - OBGYN - Reproductive Endocrinology & Infertility

• Perform duties under moderate supervision with advanced proficiency in administrative skills.
• Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, and taking and distributing messages.
• Types all correspondence, memoranda, reports, statistical analyses, minutes, etc
• Responsible for answering and screening incoming telephone calls and inquiries, taking appropriate messages and making proper referrals.
• Coordinate calendars and meetings including: calendars for assigned physicians, managing meeting invites, travel arrangements, refreshments, or events for department.
• Typing and disseminating meeting minutes as directed.
• Perform transcription of dictated physician notes.

• Work on projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor.
• Work independently with the ability to create more advanced material.
• Assist with special projects as directed.
• Provide cross coverage as needed
• Follow HIPAA guidelines for the management of patient privacy and confidentiality.
• Other duties, as assigned.
• See Addendum A for specific job details.

Level of education required:

• High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred

Work experience required:

• Experience in an administrative role, preferably in a healthcare setting 5-7 years required.
• Experience supporting senior-level staff 1-2 years preferred

• Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook).
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Ability to work independently with minimal supervision.
• Strong attention to detail and problem-solving skills.
• Familiarity with hospital administration processes and healthcare regulations.
• Professional demeanor and ability to interact effectively with all levels of staff.

ADDENDUM - A: JOB SPECIFIC TASKS AND RESPONSBILITIES

• Provides editorial assistance for all reports and correspondence, editing for content and syntax. Additional support for presentation development and editing.
• Sets up meetings and events including room and food arrangements, prepares and sends out agendas/reminders prior to meetings.
• Coordinate and organize yearly Fellowship interviews; involving but not limited to preparing candidate documents, disseminating amongst faculty, scheduling and facilitating interviews between candidates and faculty, maintaining proper documentation and evaluations of candidates
• Organize weekly RSS REI Conference series; involving but not limited to coordinating with speakers for presentation materials and disclosure forms.
• Organize new Fellow Core Conference series
• Organizes all files and record-keeping systems for Reproductive Endocrinology & Infertility Division.
• Opens, sorts, and distributes mail and answers routine correspondence as necessary. Sends routine monthly reports to all providers.
  • Copies and sorts reports and correspondence
• Prepares and/or processes supply requisitions, reimbursements for travel, petty cash vouchers, and check requests.
• Maintains inventory of office supplies.