Administrative Assistant Surgery

About the role

Provides basic to moderately complex administrative support, including reception, scheduling, word processing, document distribution, and file maintenance. Relieves department leadership and other staff of administrative details, using judgment and discretion to solve office problems and expedite workflow.

Essential Functions

• Calendar management and scheduling
• Tracking licensure, CME, and credentialing deadlines
• Aiding with CV updates and formatting
• Travel arrangements and expense reporting
• Entering and maintaining call schedules
• Coeordinating with referral teams and supporting clinic operations
• Preparing letters of recommendation
• Ensuring proper handling of confidential/PHI documents
• Coeordinating signatures and approvals for forms and agreements
• Scanning and indexing documents into patient records
• Providing general office support (mail, supplies, patient calls, interview scheduling, itinerary creation, and event coordination)
• Supporting an academic office environment and interacting closely with APPs and surgeons
• Schedules and maintains calendars for appointments, meetings, and travel.
• Aids with organizing administrative aspects of meetings (agenda, site, food/beverage, technology, documents).
• Answers and screens calls, greets visitors, provides procedural information, and answers questions related to operational matters.
• Performs routine to moderately complex word processing and document creation. Makes decisions on formatting and layout, edits for accuracy and consistency. Compiles reports, graphics, and statistical data. Creates reports under general instruction and displays data to support needs, including the generation of existing reports.
• Maintains filing systems and confidential records. Opens, reads, and prioritizes mail, initiating return correspondence as appropriate. Conducts basic research and analysis to support administrative needs.
• Operates and maintains office equipment; may order supplies as needed.

Skills/Qualifications

• Time management and prioritization
• Ability to maintain confidentiality and use discretion
• Initiative and independent problem-solving
• Effective written and verbal communication
• Professional demeanor and customer service orientation
• Proficiency in Microsoft Office (Excel, PowerPoint, Word)
• Organizational and multitasking abilities
• Diligence and attention to detail
• Ability to create and compile simple to moderately complex documents, reports, graphs/charts, and presentations

Work Environment

Clean, well lit, comfortable, office environment. May be subject to interruptions.

Our Commitment To You

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

• Compensation
• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Education Assistance Program

About Advocate Health

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.