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Administrative Assistant - Neuroscience * Days - 40hrs/wk in Wyoming, MI at Metro Health

Date Posted: 2/9/2018

Job Snapshot

Job Description

General Summary:
In collaboration with physician and department leadership, the Physician Practice Administrative Assistant will coordinate the development, implementation and ongoing monitoring of complex projects involving multidisciplinary teams.  Under limited direction, the Physician Practice Administrative Assistant exercises considerable discretion and independent judgment to analyze, disseminate, respond and escalate complex, sensitive and confidential information requests.  The Physician Practice Administrative Assistant (PPAA) performs complex and detailed project oversight, coordination and management, as well as administrative support functions to facilitate the smooth operation of the department.   

  1. Five (5) years of progressively more responsible experience providing professional administrative support required.
  2. Three (3) years of demonstrated project management / coordination experience required.   
  3. Bachelor’s Degree in Business Administration, Healthcare Administration or closely related field preferred.  
  4. Proficient in Microsoft Word, Excel, Access, PowerPoint , Visio with desktop publishing preferred.
  5. Strong problems solving abilities in order to identify and analyze complex issues and effectively develop and recommended solutions. 
  6. Demonstrated high level of written, verbal and interpersonal communication skills.
  7. Able to work effectively and efficiently under tight deadlines, high volumes and managing multiple projects.
  8. Possess excellent public relation skills, both internally and externally.
  9. Strong independent judgment and interpersonal skills.
  10. Able to deal with very sensitive issues in a tactful, positive and confidential manner.
  11. Able to work independently and make appropriate decisions with little supervision with the demonstrated ability to work effectively as a team member.
Essential Functions and Responsibilities:
  1. In collaboration with physician and operational leadership, will coordinate the development, implementation and ongoing monitoring of significant and complex projects across multidisciplinary functions.      
  2. Coordinates the organization of multidisciplinary project teams, schedules, and serves as the single point of contact for assigned projects to ensure continuity and coordination of communication during project planning and execution. 
  3. Assists with the preparation and presentation of project finding, conclusions, and recommendations for executive leadership review. 
  4. In collaboration with department leadership, conducts stakeholder meetings to establish project objectives, and define clear roles and responsibilities.   
  5. Provides high level administrative support for the physician leadership, operational leadership and department staff as needed.     
  6. Manages the day-to-day office functions including: ordering supplies, reviewing and prioritizing in and outgoing mail, processing and tracking invoices and purchase orders, and maintaining files and administrative records.
  7. Answers, responds and resolves incoming communications and triages communication to appropriate individuals as necessary. 
  8. Schedules and organizes both internal and external meetings as directed by leadership.  Prepares agendas and agenda materials for meetings, arranges meeting set-up, distributes notices, catering requests, and coordinates the RSVP process.  Attends all required meetings in order to record, prepare and distribute the meeting minutes.
  9. Generates professional level correspondence to leadership, physicians, staff and contacts from other institutions, businesses, and government. Creates newsletters and bulletins when necessary.
  10. Arranges travel itineraries and reservations, seminar and conference registrations for director and department staff.  
  11. Prepares expense reports, tracks and verifies monthly hospital credit card statement expenses, and reconciles monthly credit card statements online.
  12. Gathers and prepares data and completes special reports and surveys as required by various agencies with which the hospital is affiliated. Maintains established legal documents, policies, procedures and plans.
  13. Performs other duties as assigned.  These may include but are not limited to: Maintaining a current knowledge base of department processes, protocols and procedures for patient care, pursuing self-directed learning and continuing education opportunities, and participating on committees, task forces, and work groups as determined by management.
Category: Admin & Clerical

Job Requirements

Shift:Day On Call:No Weekends:No