Administrative Assistant to Physician

Working as an Administrative Assistant in the Department of Obstetrics and Gynecology (OBGYN) offers an opportunity to support a high impact specialty dedicated to women’s health across the lifespan. OBGYN is a fast paced, collaborative environment where administrative professionals play a key role in supporting providers who deliver complex, high-quality care and collaborate closely with academic partners, trainees, and multidisciplinary teams. This role is well suited for individuals seeking meaningful work, strong teamwork, and a direct connection to care that impacts patients at some of life’s most important moments.

About the role

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

• 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.

Requirements

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

Qualifications

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

Schedule

This position is in person, and the hours are Monday-Friday, 7:30 a.m.-4 p.m.

Job Requisition ID: R-56395