Administrative Assistant - Clinical Genetics

Job Profile Summary 

​This role focuses on providing administrative and business support to the organization in order to achieve operational goals.  In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment.   An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education.  Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation. 

Job Overview 

This position ensures continuous, efficient, and smooth operation of the Division of Genetics and provides administrative and scheduling support directly to the Clinical Chief of Genetics. Involves being a clerk, receptionist, typist, and cognizant of customer service and time. Accomplishes these tasks, in part, by providing day-to-day scheduling, managing the department’s calendar, meeting coordination, project implementation, placing purchasing orders and maintaining an up- to-date filing system. Assists our Clinical Chief by relieving them of complex details and advanced administrative duties.  Serves a principal role in the scheduling and coordination of agendas, projects, and schedules.

Job Description 

Minimum Qualifications: 

1. High School diploma or equivalent. 

2. Two (2) years of related experience. 

Preferred Qualifications: 

1. Five (5) years of related experience. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards. 

2. Types correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested. Takes and transcribes dictation of a highly confidential nature.  

3. Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements. 

4. Receives, handles, and transfers phone calls and messages within the department promptly and courteously. 

5. Greets visitors in a friendly, professional manner and direct to appropriate person/place. 

6. Collects and gathers information needed for conferences, meetings, and reports. 

7. Processes all incoming mail, open and date stamp, organize the schedule of Administrative Manager for action, follow-up, file for review. 

8. Makes travel arrangements utilizing the hospital travel agent.  Arranges flights, hotels and conferences as requested.  Maintains appropriate documentation in accordance with established hospital policy and submits expenses for reimbursement. 

9. Maintains office files through development of an organized and efficient filing system.  Ensures that filing is maintained on a daily basis.  Filing will also include maintaining a directory on the hospital network to minimize the need for paper filing. 

10. Processes hospital forms including, but not limited to: employee action form, purchase requisition, request for payment, and petty cash.  Ensures that appropriate documentation is attached to each form.  

11. Maintains and orders office supplies as necessary.   

12. Communicates equipment problems beyond the scope of departmental repair to Medical Engineering personnel. 

13. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops. 

14. Maintains confidentiality in all office matters. 

15. Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment. 

16. Monitors the unit cost and quality of departmental supplies purchased from outside vendors.  Negotiates purchase agreements with vendors. 

17. Attends meetings, as requested, and prepares meeting notes for distribution. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures. 

18. Coordinates the assignment and set up of new staff, processing network request forms, passwords and ordering and setup of new equipment. 

Physical Requirements:  

1. Normal office setting.   

2. Frequent contact with patients, medical staff, and department personnel. 

Skills & Abilities: 

1. Ability to manage multiple, simultaneous tasks, and prioritize according to established criteria and protocols. 

2. Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English. 

3. Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint. 

4. Ability to ensure accurate message taking.   

5. Excellent interpersonal skills. 

6. Ability to work under pressure. 

7. Working knowledge of office equipment, such as printers and fax machines.      

8. Ability to adapt to conflicting and/or changing priorities.