Administrative Assistant

Primary City/State:

Phoenix, Arizona

Department Name:

Family Practice-Clnc

Work Shift:

Day

Job Category:

Administrative Services

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As our Administrative Assistant, you will provide administrative support in the operational needs of the Family Medicine team at the Banner University Phoenix campus. Responsibilities will include balancing and maintaining schedules and meetings for persons who have critical roles in Banner University Phoenix and Family Medicine. Coordination of communications, making travel plans, data entry, running and analyzing reports, procurement and purchasing for department, processing of all invoices and reimbursements for the clinic. May be responsible for overseeing the credentialing process for physicians and maintaining records of continuing education and reimbursements. Actively participates in process improvement efforts to boost operational efficiency and effectiveness, contributes to employee engagement, and supports clinic culture initiatives fostering a positive work environment and promoting employee growth and morale. Other type of projects and administrative duties may be assigned to successfully support a busy medical department.

Our ideal candidate has a minimum of 5 years of administrative support experience, is a team player, and has experience supporting a diverse and dynamic team of medical professionals.  Must be technologically savvy and goal oriented with a strong focus on providing excellent customer service to our staff and key stake holders. Critical thinking skills and ability to be self-directed, prioritize and multitask in a very busy office is a must. Proficient typing and PC skills with advanced MS Office skills in PowerPoint, Excel, Outlook & Word along with excellent written, verbal and interpersonal communication skills required to effectively interact with all levels of the organization. Experience in a Hospital or Clinical strongly preferred.

Hours are Monday-Friday 8:00 AM –5:00 PM with ability to flex slightly earlier or later depending on business need.

University Medical Center Phoenix is a nationally recognized academic medical center. The world-class hospital is focused on coordinated clinical care, expanded research activities and nurturing future generations of highly trained medical professionals. Our commitment to nursing excellence has enabled us to achieve Magnet™ recognition by the American Nurses Credentialing Center. The Phoenix campus, long known for excellent patient care, has over 730 licensed beds, several unique specialty units and is the new home for medical discoveries, thanks to our collaboration with the University of Arizona College of Medicine - Phoenix. Additionally, the campus responsibilities include fully integrated multi-specialty and sub-specialty clinics and has operations in multiple locations spanning across the Phoenix metropolitan city.

POSITION SUMMARY
This position provides clerical and administrative services and assistance requiring occasional discretion and judgment.

CORE FUNCTIONS
1. Word processes correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed. This may include taking and transcribing dictation involving general business and healthcare vocabulary and a limited range of specialized terminology.

2. Prepares, collates, and distributes various reports in a timely and accurate manner. This includes completing or handling recurring department projects or one-time projects, as directed by supervisor.

3. Screens telephone calls and visitors and directs to appropriate parties. Provides information to callers, requiring detailed knowledge of department’s area of responsibility and general knowledge of company policies, practices, and operations.

4. Performs confidential administrative functions on occasion where errors could have moderate effect on costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies and taking, transcribing and distributing minutes of important meetings.

5. May coordinate supervisor’s and/or department’s calendar, including scheduling meetings and appointments, following established instructions. May coordinate meeting and training classes, registration and preparation of materials, AVA setup, and other classroom preparation. May present classes. May develop meeting/classroom fliers and material and prepare summary data of attendance, etc. may reconcile related invoices and expenses. May arrange travel and hotel accommodations as necessary.

6. May open and screen mail directed to supervisor. Composes responses to routine inquiries, and ascertains which items can be delegated to subordinate managers, and forward appropriate items to manager.

7. May provide clerical and administrative support to department staff, maintaining a high degree of confidentiality on all sensitive information this position is privy to.

8. May maintain supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.

9. This position primarily focuses on supporting one supervisor. This position has frequent interaction with, but is not limited to, employees, physicians, patients, visitors, community agencies, vendors, etc.


MINIMUM QUALIFICATIONS
High school diploma/GED or equivalent working knowledge. Working knowledge of clerical and administrative services as normally demonstrated through three years administrative support experience.

Must have the ability to follow oral and written directions as they relate to the functions listed above. Must have excellent oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as, provide assistance with incoming telephone calls and walk-ins. Must have a working knowledge of personal software packages to perform the clerical and administrative functions described above. Must have the ability to organize, prioritize and multi-task workload in a fast paced environment and maintain a professional manner.

Employees working at Banner Behavioral Health Hospital, BTMC Behavioral, and BUMG, BUMCT, or BUMCS in a Behavioral Health clinical setting that serves children must possess an Arizona Fingerprint Clearance Card at the time of hire and maintain the card for the duration of their employment. An Arizona Criminal History Affidavit must be signed upon hire.

PREFERRED QUALIFICATIONS
Associate's degree

Additional related education and/or experience preferred.

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