Sr Administrative Assistant-Radiology

Job Summary

Performs administrative and business support related duties of a complex nature in support of an area with minimal guidance.

Key Responsibilities

• Schedules, books travel and reconciles budgets.
• Compiles data, analyzes information and summarizes findings in support of an area.
• Prepares reports and other documentation as requested.
• Creates expense reports & submits reimbursements for faculty members.
• Orders business cards (when applicable).
• Orders office supplies, jackets, and lab coats (when applicable).
• Schedules:
• Assigns faculty members to holidays (typically on a rotating basis).
• Creates holiday schedules (based on holiday split).
• Creates call schedules.
• Create & schedule conference meetings.
• Reviews faculty members daily clinical assignments.
• Edit/update schedule.
• Reviews faculty members time off requests.
• Calendaring/Teams:
• Covers calendaring and Teams coordination.
• Coordinates & schedules meetings for faculty members.
• Coveres coordination & scheduling of conference meetings.
• Admin Assist (as needed) with faculty credentialing and reappointments.
• Updates/maintains CVs.
• Affords assistance with ensuring faculty members complete variable compensation requirements.
• Runs quarterly work total reports to ensure faculty members are meeting their required days worked.
• Revise/edit documents for faculty members (ex: LORs).
• Fax/copy/print documents.
• Distributes mail.
• Record/takes meeting minutes.
• Attends weekly & monthly admin meetings.
• Works in conjunction with other AAs when tasks crossover.

Recruitment/Onboarding

• Coordinates faculty candidate interviews with Section Chief & Chair’s Assistant.
• Onboards new faculty members by following 'New Faculty Onboarding Checklist'.

Miscellaneous

• Assists with occasional department/employee engagement events.
• Communicates with IT & Facilities Mgmt. On behalf of faculty members (when/if issues arise).
• Maintains confidentiality and integrity of faculty members personal information.

Technical Capabilities

• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
• Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
• Data Analysis (Intermediate): The ability to analyze data in an accurate manner.
• Clerical/Administrative (Intermediate): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
• Financial Processes (Novice): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

Core Accountabilities

• Organizational Impact: Performs non-routine tasks that significantly impact team's performance with minimal guidance.
• Problem Solving/ Complexity of work: Conducts research and analysis to solve some non-routine problems.
• Breadth of Knowledge: Applies broad job knowledge and has basic job skills in other areas.
• Team Interaction: Provides informal guidance and support to less experienced team members.

Position Qualifications

• Responsibilities: None provided.
• Certifications: None provided.
• Work Experience: Relevant Work Experience Experience Level: 4 years Education: High School Diploma or GED