Overview:The Administrative Assistant performs a wide range of administrative support responsibilities for leaders to help facilitate the efficient operation of the Unit/Department/Division.Responsibilities:1.Provides general administrative support to leaders.2.Schedules and maintains calendars, meetings and travel itineraries, as needed.
This may include inpatient or service call, outpatient clinics, and academic schedules.3.Handles telephone calls and visitors; troubleshoots and resolves routine and some complex inquires.4.Organizes electronic and hard copy filing system, scans documents to appropriate locations, and maintains divisional files.5.Receives clinically related messages, phone calls, or correspondence and routes to the appropriate care team.
6.Maintains provider credentialing activities which may include academic resume, professional memberships, and licensure.7.Prepares and modifies documents including correspondence, reports, drafts, memos and emails using MS Office Suite of applications.8.Opens, sorts and distributes incoming electronic and paper correspondence.9.Prepares and distributes minutes of meetings, as needed.10.Maintains, orders and distributes office supplies, as needed11.Proactively manages submission of reimbursements for approved faculty and staff expenses.
12.Performs other job functions as assigned.Clinical Job Functions:1.Schedules appointments and procedures for clinical staff.
This may include outpatient office appointments, outpatient and inpatient surgical procedures, and ancillary testing.
2.Procurement or dissemination of medical records, prior authorizations, and/or primary care referral information as needed to assure a successful clinical encounter.
3.Coordinates complex patient visits involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.
4.Partners with central scheduling and registration teams to manage, via work queues or other methods, lists of patients in need of services.5.Functions as liaison between patients, families and the clinical team.
Assists families in navigating the Lurie system.
This could include working in clinic, meeting with families to go over appointment scheduling visits and coordinating with ancillary departments.
6.Collaborates with central registration to ensure patients have updated insurance information, prior authorization is initiated in advance of the rendered service, and referrals are obtained if appropriate.Qualifications:1.High school diploma or equivalent required.
2.A minimum of two years general office or administrative experience preferred.
Hospital or physician office experience preferred.
3.Proficiency in Microsoft Office Suite applications.4.Ability to operate standard office equipment and resolve standard problems.5.Excellent communication skills written and verbal.6.Ability to prioritize projects and strong problem solving skills.7.Demonstrated attention to detail, accuracy, and discretion.
8.Ability to provide high level of quality customer service to patient/families, employees, leaders, and external vendors.
Administrative Professionals Core CompetenciesAccountabilityAcknowledges and assumes responsibility for ones actions within their roleExhibits willingness to report, explain, and be answerableDemonstrates a high level of care, accuracy and thoroughnessEffectively and efficiently manages time, efforts, and workloadTakes ownership of ones workCommunicationDemonstrates good written, oral and listening skillsClearly conveys and receives information and ideas through a variety of media in a manner that engages the listener, helps them understand and retain the message, and invites response and feedbackKeeps others informed as appropriateReadily shares information, knowledge and personal strengths with othersContinuous LearningApplies performance measures to everyday work, not just for the annual reviewPursues training and development opportunities consistent with career objectivesParticipates in activities that improve own skills and capabilitiesApplies positive and negative lessons to improve personal effectivenessMasters new ideas with minimal oversightIncorporates new information and concepts quickly and automaticallyProfessionalismCreates and fosters collegial relationships to facilitate projects and/or common goalsPresents self to colleagues and patients/internal customers in a manner appropriate for the workplaceRemains positive, flexible and productive through changes, transitions, and difficult situationsAdapts well to changes in assignments and priorities; modifies behavior or work to respond to new information, conditions or unexpected obstaclesDresses speaks and interacts to represent ones self, department, and the hospital in a positive lightServiceDetermines the wants and needs of patient/internal customers and acts accordinglyResponds in a manner that provides satisfaction for the patient/internal customer with the resources availableProvides excellent customer serviceKnowledge, Skills and Abilities (Role-based Competencies)Accuracy and Attention to DetailEffective CommunicationManaging Multiple PrioritiesOffice AdministrationProblem SolvingProcess Improvement