Staff Assistant III

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Under the direction of the supported physicians and Project & Operations Specialist, the Staff Assistant III performs the responsibilities outlined below.

• Outlook calendar management

• Booking zoom and/or Microsoft Teams meetings, in-person meetings

• Facilitates travel arrangements

• Book travel on behalf of providers

• Provide travel planning document w/ itinerary and important flight/hotel information

• Submit travel expenses for reimbursement

• Processes and manages reimbursement requests

• Orders supplies, including business cards, white lab coats, office supplies, work phones

• Manages incoming mail; clinical and administrative

• Assists with function planning

• Book conference rooms & auditoriums across the main campus

• Record meetings & upload file to a specified location (e.g., Dropbox)

• Plan and coordinate catering

• Manages FMLA and disability forms

• Maintains monthly provider coverage calendar for certain disease groups

• Ongoing tracking of physician out of office dates via quarterly reports

• Maintains confidentiality and privacy, which is consistent with HIPAA guidelines.

• Provides cross coverage for other practice staff members for absences, vacations, etc. and during variations in workflow, as needed

• Manages and tracks corporate credit card expenses

• Tracks memberships and renews as needed

• Office/Building Assistance

• Call Buildings and Grounds on behalf of providers

• Call Environmental Services on behalf of providers

• Computer/Electronic Device Assistance

• Call/open ticket with IS on behalf of providers

• Routine check ins with physicians to discuss pending tasks

• License Renewal/Application Support

• Assistance in filling out forms, mailing/emailing documents to submit

• Notarizing documents

• Distribution List Management

• Own an email DL to add/remove members when requested

• Other Duties as Assigned

SKILLS & COMPETENCIES REQUIRED:

• High proficiency of Microsoft Office (ie, Microsoft Outlook, Calendar Mgmt, Word, Excel)

• Strong interpersonal and customer service skills.

• Strong communication skills (written and oral).

• Ability to work independently and be a team player.

• Ability to build and maintain effective working relationships internally and externally

• Ability to prioritize work, take initiative, and complete tasks in a timely manner at the highest level of proficiency.

• Ability to multi-task and adapt to a fast-paced environment. A high degree of initiative and independent judgment

• Excellent time management skills and ability to prioritize tasks

• Excellent and effective customer service and communication skills; demonstrated ability to work effectively and courteously with various groups of individuals, including physicians, and executive assistants/administrative coordinators to VPs and Chiefs.

• Ability to function as a member of a team and share knowledge and skills within the team.

• Ability to conceptualize situations, actively resolve problems and complex issues and appropriately seek guidance and direction when needed.

• Ability to respond patiently and perform in stressful situations and handle difficult calls

EDUCATION:

• High School Diploma or GED required. College education or a Secretarial Training Certificate Program desirable.

• Minimum of 3 years secretarial experience or equivalent in a medical or health care related setting

WORKING CONDITIONS:

• Hybrid environment

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of staff members under his or her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level or difficulty.