Purpose of Job

To handle and support variety of tasks in order to have interactions between the organizations and others that are helpful to the department. To handle communication, report and to create a streamline workflow for the team.

 Principle Duties and Responsibilities

• Phone, mail and email support:  Check, sort and distribute departmental mail/email in a secure manner.  Answer and transfer incoming phone and manage departmental voicemail
• At the direction of the Director, coordinate and send departmental email communications
• Manage time cards for department and coordinate with the Payroll department as necessary
• At the direction of the Director, maintain UR insurance logs, transcribes insurance information, facilitates physician peer-to-peer and provides clerical support in reviews and insurance follow-up
• Coordinate departmental service and support requests to Information technology and facilities as necessary
• Support the onboarding and set up process for new department employees including but not limited to orientation processes, IT and access setup, physical space requests and set up
• Manage supply inventory and process supply and business card orders for the department
• Take meeting minutes for department staff meetings or UR led committees and provide administrative support on agenda preparation and document preparation
• Assist department Managers to maintain departmental schedules including but not limited to holiday and weekend coverage schedules and departmental meetings.  Collaborate with other department Executive Assistants to schedule interdepartmental meetings and events
• Conduct research, collect and analyze data to assist the department in the preparation of reports and documents
• Coordinate additional administrative support such as travel and logistics as necessary
• Other administrative support and duties as assigned

Required Qualifications: Competencies

• Exemplary time management skills, solid organizational, planning, prioritization, and self-motivation skills
• Strong customer service, interpersonal skills, professional demeanor and communication skills.  Ability to maintain positive internal and external customer relationships
• Excellent attention to detail
• Excellent verbal and written communication skills in person, over the phone, and via email
• Proficient in Microsoft Word and Excel, and PowerPoint
• Ability to work independently and handle a multi task environment
• Good judgement and strong stewardship of confidential data including strict compliance with HIPAA and patient confidentiality
• Flexibility and dedication to team environment
• Travel to other sites

Required Qualifications: Education and Experience

• High school diploma
• 3 years of administrative support experience
• Notary Republic license
• Fluent in Spanish in addition to English highly preferred