Summary:

Provides broad administrative support to the assigned faculty individual in a clinical and academic environment, serves as primary point of contact for the assigned faculty, and coordinates the faculty member's schedule including interfacing with the medical /clinical schedule.

Duties and Responsibilities

Administrative functions

• Functions as the primary point of contact for the assigned faculty for other departments and external constituencies.
• Maintains and adjusts the internal and external professional schedule(s) of the assigned faculty; alerts the faculty person to changes or conflicts in schedule, and plans ahead for contingencies.
• Coordinates meetings as required, including securing meeting space, notifying attendees, arranging for audio-visual resources, and tracking attendance, recording minutes.
• Screens email, phone calls, inquiries, visitors and correspondence, and routes accordingly.
• Composes, edits, and proofreads a variety of correspondence, reports, and forms, to both internal and external venues
• Provides administrative support to the assigned faculty  at a variety of internal and external meetings
• Tracks journal, manuscript, grant, and other review  requests, prints/organizes material for review
• Proofreads and prepares for submission a variety of academic documents including journal reviews, manuscripts for publication, grant reviews, abstract reviews etc; includes formatting, review and implementation of submission instructions, collection of signatures for copyright release etc.
• Proofreads and formats powerpoint presentations for meetings/talks
• Retrieves material as needed from the electronic medical record system
• Retrieves material from pubmed, electronic journals and library as directed
• Transcribes a variety of documents including correspondence, memos, and minutes; proofreads all documents for accuracy and completeness
• Makes assigned faculty business travel arrangements as needed, including coordination with venue, visas, hotel booking, meeting registration etc.
• Tracks and maintains materials for internal and external committee functions
• Creates agendas for external meetings/conferences including compiling and organizing materials
• Maintains assigned faculty curriculum vitae, bibliography and Continuing Medical Education (CME).
• Maintains and tracks faculty credentialing and licensing documents
• Tracks faculty call schedule and processes and monitors faculty time away; ensures that the information is captured in the required system 
• Screens, sorts and distributes assigned faculty’s mail.
• Operates office equipment including (but not limited to) a personal computer, Internet, voice mail, e-mail, paging systems, copy machine, transcription equipment and fax. 
• Maintains physician correspondence, reports, and statistics.
• Processes and prepares documents, letters and reports which are sensitive and confidential.
• Acts as a resource to the assigned faculty, while maintaining a high level of discretion and respecting confidential patient and organizational information.
• In accordance with organizational guidelines, may prepare and submit for approval, invoices, travel reimbursements, etc                 Patient-related functions
• Works with clinic staff nurse  and office NP to contact patients, confirm appointments, schedule patients for testing, facilitate collection of outside medical records and imaging etc
• Answers patient calls and routes accordingly
• Uses electronic medical system to retrieve clinical information, and input referring physician contact information
• Sends patient admission notes, discharge summaries, clinic notes to primary and referring physicians and documents the correspondence in the electronic medical record
• Maintains a database of contact information for primary and referring physicians
• Inputs clinical information into clinical databases, as requested

   

Summary:

Provides broad administrative support to the assigned faculty individual in a clinical and academic environment, serves as primary point of contact for the assigned faculty, and coordinates the faculty member's schedule including interfacing with the medical /clinical schedule.

Duties and Responsibilities

Administrative functions

• Functions as the primary point of contact for the assigned faculty for other departments and external constituencies.
• Maintains and adjusts the internal and external professional schedule(s) of the assigned faculty; alerts the faculty person to changes or conflicts in schedule, and plans ahead for contingencies.
• Coordinates meetings as required, including securing meeting space, notifying attendees, arranging for audio-visual resources, and tracking attendance, recording minutes.
• Screens email, phone calls, inquiries, visitors and correspondence, and routes accordingly.
• Composes, edits, and proofreads a variety of correspondence, reports, and forms, to both internal and external venues
• Provides administrative support to the assigned faculty  at a variety of internal and external meetings
• Tracks journal, manuscript, grant, and other review  requests, prints/organizes material for review
• Proofreads and prepares for submission a variety of academic documents including journal reviews, manuscripts for publication, grant reviews, abstract reviews etc; includes formatting, review and implementation of submission instructions, collection of signatures for copyright release etc.
• Proofreads and formats powerpoint presentations for meetings/talks
• Retrieves material as needed from the electronic medical record system
• Retrieves material from pubmed, electronic journals and library as directed
• Transcribes a variety of documents including correspondence, memos, and minutes; proofreads all documents for accuracy and completeness
• Makes assigned faculty business travel arrangements as needed, including coordination with venue, visas, hotel booking, meeting registration etc.
• Tracks and maintains materials for internal and external committee functions
• Creates agendas for external meetings/conferences including compiling and organizing materials
• Maintains assigned faculty curriculum vitae, bibliography and Continuing Medical Education (CME).
• Maintains and tracks faculty credentialing and licensing documents
• Tracks faculty call schedule and processes and monitors faculty time away; ensures that the information is captured in the required system 
• Screens, sorts and distributes assigned faculty’s mail.
• Operates office equipment including (but not limited to) a personal computer, Internet, voice mail, e-mail, paging systems, copy machine, transcription equipment and fax. 
• Maintains physician correspondence, reports, and statistics.
• Processes and prepares documents, letters and reports which are sensitive and confidential.
• Acts as a resource to the assigned faculty, while maintaining a high level of discretion and respecting confidential patient and organizational information.
• In accordance with organizational guidelines, may prepare and submit for approval, invoices, travel reimbursements, etc                 Patient-related functions
• Works with clinic staff nurse  and office NP to contact patients, confirm appointments, schedule patients for testing, facilitate collection of outside medical records and imaging etc
• Answers patient calls and routes accordingly
• Uses electronic medical system to retrieve clinical information, and input referring physician contact information
• Sends patient admission notes, discharge summaries, clinic notes to primary and referring physicians and documents the correspondence in the electronic medical record
• Maintains a database of contact information for primary and referring physicians
• Inputs clinical information into clinical databases, as requested

   

Experience & Knowledge:

• Associate or Bachelor degree strongly preferred
• Min. of 3-5 years of administrative experience (with at least 3 years prior physician practice administrative experience)
• Medical terminology required
• Ability to type 40 wpm
• Demonstrated problem-solving and multi-tasking abilities

• Basic knowledge of office equipment
• MS Office Suite (Word, Excel & Outlook) REQUIRED
• Exceptional verbal and written communication skills
• Client service oriented and experienced
• Superb organizational skills