Administrative Assistant - Quality

Provides a variety of high level clerical and administrative support to one or more medical, professional, administrative or research staff.

Education

• One to three years formal training required
• Associate's degree or

Experience

• Provides clerical assistance and a variety of auxiliary administrative secretarial support to assigned personnel. Work frequently requires exposure to, and processing of information of a sensitive/confidential nature.
• Receives and screens telephone callers and visitors to the office. Responds to a variety of routine and non-routine technical inquiries. Refers inquiries of a technical nature to appropriate staff.
• Types letters, memos, proposals, statistical and budget reports from draft, dictation or dictating equipment. Prepares and edits scientific manuscripts, articles, and abstracts for presentation and/or publication, in terms of correct grammar, spelling and sentence structure.
• Performs basic data collection and/or tabulation activities; maintains accounting, budget, and other financial records.
• 3-4 years progressively more responsible job related experience to gain full knowledge of office practices and procedures.
• Drafts correspondence for supervisor's signature, and prepares draft reports and other correspondence as requested. Reviews completed correspondence to assure accuracy of spelling, grammar, punctuation and proper format.
• Receives and reviews all incoming mail. Opens, sorts, stamps with date, and routes mail according to departmental policy.
• 1-2 years clerical experience or
• Maintains supervisor's calendar. Arranges for meetings and conferences, coordinating activities with other departmental and hospital personnel. Coordinates conference attendance, i.e., registration, airline, car rental, and hotel registration. Makes travel arrangements and prepares expense reports as required.
• Orders or assists with ordering office equipment and supplies, and obtaining equipment repair and maintenance. Orders office supplies and equipment based on review of inventory. Assures that supplies are within budgetary guidelines. Assures accuracy of vendor billing for same and prompt payment of service contracts and equipment rentals.
• Establishes, maintains and processes a variety of files and records for the office which may include patient charts and accounts, personnel information, employee time cards, office visits, patient bills and related records.