| Job Summary: Under the Direction of the Director/Manager, performs administrative, secretarial, and clerical functions for one of more managerial/Research staff. Must be able to meet deadlines, work on several projects at once, and understand all of the concepts involved in the work performed. Essential Functions: -Supports the operations of the Department and associated call center services. -Provide excellent customer service to patients, families, providers and staff in the course of daily functions. -Performs secretarial and clerical duties in support of Staff. -Open and date stamp all mail daily. -Route incoming mail within one hour after opening to appropriate staff member. -Transcribes and types written and dictated reports and professional correspondence for and Administration as required with less than a 5% error 90% of the time. -Develops written correspondence according to instructional guidelines or departmental and hospital polices within requested timeliness 90% of time. -Distributes written correspondence and other materials immediately upon completion to the appropriate staff. -Maintains filing and retrieval systems for documents, resources and correspondence. -Files all office correspondence and documents within 3 days 90% of the time. -Screen inquiries about the department by phone, mail or in person; use judgment to respond to inquiries or to refer as appropriate. -Record accurately all telephone messages, detailing the caller’s name, company, phone number, and reason for call. -Place phone messages immediately in the appropriate designated phone slot or place message on the employee’s desk. -Prioritizes tasks and initiates management with minimal supervision. -Monitors inventory of office and other supplies and re-order when necessary. -Assists in function of timekeeping and is responsible for distribution of paychecks. -Prepares finance requests within 3 days 90% of the time and follow up as needed. -Inputs and outputs information using the following software: Word, Excel, Access, IDX, Outlook, Lawson, Internet. -Copies and collates documents as requested by staff or administrator staff. -Performs back up of computer files on a regular basis to ensure integrity of records maintained. -Performs other duties as assigned to promote overall effective coordination of Department. | |||
| Skills: | Required Skills & Experience: -Ability to communicate and interact appropriately with patients, families, and staff with respect to age, disability, and cultural preferences. -Able to accurately and efficiently express or exchange ideas/information by means of written and spoken word. -Ability to provide excellent customer service to both external and internal customers, demonstrates a high degree of personal organization, meets applicable deadlines, and balances work across multiple work projects. -Requires excellent interpersonal skills, the ability to operate efficiently in a high paced environment, the ability to support collaborative efforts, and the ability to quickly grasp and learn new concepts and procedures. -Excellent computer skills including word processing (Microsoft Word), spreadsheet (Excel). -Excellent organizational skills and the ability to meet deadlines; ability to prioritize tasks according to program needs. -Experience working in customer service in a technical, hospital or other healthcare field. -Previous computer experience and/or training. Preferred Skills & Experience: -PowerPoint and Access experience. | ||
| Education: | Required Education: -High school diploma or GED. Preferred Education: -N/A Required Certifications & Licensure: -N/A Preferred Certifications & Licensure: -N/A | ||