Administrative Assistant to Physician

Westwood Administration - East

Position Summary / Career Interest:

This position provides administrative support to the Physician. Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Duties include general clerical, receptionist and project based work. Must project a professional company image through in-person and phone interaction.

Responsibilities and Essential Job Functions

• Answers and screens incoming telephone calls, determining appropriate routing, transcribes messages with accurate detail.
• As delegated by the Physician - may manage projects such as office moves, policy compilation, and event planning. Handles duties related to continuing education programs, registration, schedules, materials preparation for meetings and notifying meeting participants
• As delegated by the Physician – may represent department management for communicating information to hospital executive team, vendors, physicians, staff, and community agencies
• Assists with the coordination of payroll, acting as a backup for the KRONOS managers.
• Composes correspondence, memos, and reports: types and proofs materials; edits, collates, assembles, and distributes documentation as needed. Prepares reports, activities calendars, mass mailings (i.e., letters and memos for staff).
• Creates information database products to support Management as requested.
• Demonstrates competencies in computer programs such as: Microsoft Office Word, Excel and PowerPoint, email, intra/internet programs.
• Maintains patient confidentiality in accordance with HIPPA regulations at all times
• Prioritizes correspondence, memos, reports, internal signature files and appointments; coordinates and schedules meetings, appointments, and conferences.
• Reviews, classifies, and files correspondence, documents, and materials in main filing system; secures confidential file system dealing with sensitive documentation.
• Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
• These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.

Required Education and Experience

• High School Graduate or GED.
• 3 or more years broad administrative/secretarial experience

Preferred Education and Experience

• Bachelors Degree or Technical/Professional training/degree in Business School Training.

Knowledge Requirements

• Must have excellent telephone skills, verbal and written communication skills.
• Ability to be flexible and adapt to change while maintaining a high level of professionalism, with an emphasis on positive customer relations.
• Knowledge of Microsoft Project Manager

Time Type:

Full time

Job Requisition ID:

R-56888

Important information for you to know as you apply:

• The health system is an equal employment opportunity employer.  Qualified applicants are considered for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, ancestry, age, disability, veteran status, genetic information, or any other legally-protected status.  See also Diversity, Equity & Inclusion.

• The health system provides reasonable accommodations to qualified individuals with disabilities.  If you need to request reasonable accommodations for your disability as you navigate the recruitment process, please let our recruiters know by requesting an Accommodation Request form using this link [email protected].

• Employment with the health system is contingent upon, among other things, agreeing to the health-system-dispute-resolution-program.pdf and signing the agreement to the DRP.

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