Admin Assistant II - Medical Staffing Office - Full Time - Days

Job Summary

Under the general supervision of the Director of Provider Recruitment and Medical Staff Services, the Administrative Assistant II plays a crucial role in supporting the medical staff office by ensuring efficient office operations. This position involves inputting and maintaining accurate data within databases, cleaning and organizing existing data to enhance reliability and accessibility, and supporting departmental meetings by documenting and distributing detailed meeting minutes. The Administrative Assistant II will also help streamline processes and improve communication within the Medical Staff.  

Core Job Responsibilities

• Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
• Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
• Type, edit, and proofread material 
• Perform data entry and generate reports
• Audit data entry. Ensure accurate data entry of staff related data and regulatory requirements 
• Submit voucher forms with appropriate receipts and information for reimbursement
• Process and track documents such as invoices, payments and requisitions.  Follow up on payments.  Reallocate purchases when necessary
• Answer phones and screen calls. Take messages and relay information within scope of authority        
• Respond to routine questions and answer routine correspondence
• Greet visitors; ascertains their need and provide information 
• Maintain calendar(s)
• Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly 
• Order and maintain office and other department supplies 
• Open, review, distribute incoming mail.  Identify priority mail and route accordingly Answer e-mails and respond to routine correspondence 
• Perform other duties as required.
   

Education/Experience Requirements

REQUIRED:

• HS Diploma or equivalent
• 3-5 years of related experience 
• Proficient in Microsoft Office products and software

PREFERRED:

• Specialized secretarial training 

Licensure/Certification Requirements

Disclaimer

Qualified applicants will receive consideration for employment without regard to their age, race, religion, national origin, ethnicity, age, gender (including pregnancy, childbirth, et al), sexual orientation, gender identity or expression, protected veteran status, or disability.

Successful candidates might be required to undergo a background verification with an external vendor.

Job Details