Research Administrative Assistant

Duties

• Composition and typing of correspondence
• Creating and updating spreadsheets and databases
• Placing and answering phone calls
• Filing, copying, arranging, and coordinating schedules
• Calendar and meeting management
• Arrangement and coordination of travel plans
• Organizing and planning meetings and business events with associated materials
• Prepare reports, presentations, and other communications for the department

Essential Functions

• Provides administrative support for projects to include research, compiling data, preparing standard reports
• Answers telephones, takes accurate messages, and screens and directs calls in a professional manner
• Greets and directs all visitors in and out of the administrative suite for all clinical and non-clinical
• Composes, prepares, and proofreads correspondence, office memos, and reports on the computer
• Updates documents to keep up with changes in processes or programs
• Handles all administrative detail to support programs or processes under the direction of the Administrator
• Designs, implements, and updates forms for use within the office by applying knowledge of software applications
• Maintains files in an organized and accessible manner to include updating information, purging files on a regular basis, and creating a new filing system as needed
• Receives invoices and reviews for accuracy, provides codes for payment or tracking, completes approval documentation and obtains authorized signatures
• Forwards records to accounting for processing, expedites payments and files in appropriate records system
• Maintains monthly physician billing for hospital, tracks and submits provider consulting hours and physician CME’s, facilitates contracts for signatures for multiple physicians/executives, maintains electronic copies, and submits to legal, and handles all reimbursement for providers
• Coordinates planning and logistics concerning appointments and meetings including travel arrangements
• Communicates with all levels of management on information relating to projects and other requests
• Acts as a liaison between management and other staff
• Documents actions, processes and procedures supporting processes and programs
• Uses and maintains databases and on-line records
• Maintains accuracy of hardcopy and on line records
• Attends meetings and prepare agendas and minutes as requested
• Other duties, as assigned

Knowledge, Skills & Abilities

• Ability to maintain confidentiality and exercise independent discretion and judgment
• Must be highly proficient in Microsoft Word, Outlook, and Excel, PowerPoint
• Must be detail-oriented, ability to multi-task; enjoy fast-paced office with constantly changing demands while maintaining a positive attitude

Education & Experience

• High School Diploma or Equivalent
• Associate’s Degree or three years of related experience in a healthcare, insurance or equivalent administrative position

Physical Requirements

• Occasional lifting required up to 25 lbs.