Location:
Main Hospital - New Brunswick,
One Robert Wood Johnson Place, New Brunswick, NJ 08901
Job Summary
Provides secretarial/administrative support directly to clinical faculty and senior staff exercising confidentiality. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries. Receives, screens, and directs incoming calls, patients, mail and email. Maintains files, records, calendars, arranges business travel, coordinates meeting arrangements and tracks expenses.
Essential Job Functions
- Screens calls and provides information in accordance with organizational policy. Receives and appropriately handles incoming correspondence, makes appointments, schedules meetings, and responds to inquiries. Ability to answer a high volume of calls promptly and in a courteous manner for a multidisciplinary disease teams. Meets telephonic benchmarks via an automated call distribution system as outlined by leadership teams. Appropriately triages and clearly translates phone calls and other requests such as emails, portal requests, etc. to the appropriate individual. Confirms patient appointments.
- Performs follow-up services for patients in a prompt and courteous manner, such as scheduling or canceling appointments and obtaining copies lab results or specialist reports. Files, scans, and maintains documents in the EMR. Proficient use of EMR to navigate and communicate patient and staff requests. Ensures referring MD documentation is sent promptly. Undertakes routine writing and editing assignments; generates correspondence for signature; maintains mailing lists.
- Responsible for processing purchase orders, check requests, travel reimbursements and subscriptions. Ensures that expenditures are in accordance with allocation of funds and tracks that all payouts are completed. Responsible for confirming schedule of appointments, proactively addressing conflicts and managing the daily calendar of the assigned clinical faculty and senior staff, applying informed independent judgment to help manage time. Handles all travel and conference arrangements, travel advances and expenses, and prepares detailed and accurate itineraries with all contact information for hotels, transportation, etc. Maintains the assigned Faculty s Curriculum Vitae and Bio sketch, accurately and currently, in accordance with University and NIH standards.
- Analyzes and organizes administrative procedures and workflow; recommends improvements as necessary. Organizes projects and handles multiple tasks. Assists in planning and executing projects that relate to the assigned clinical faculty and senior staff, other responsibilities. Serves as a back up to the Automated Call Distribution (ACD) line.
Job Qualifications
- High School diploma or equivalent required, Associates or Bachelor s degree preferred.
- Three (3) years of administrative experience working in a very busy medical office or transplant center strongly preferred.
- Knowledge of standard office work, including filing, phone skills, computer skills and schedule management.
- Medical terminology and dictation skills, strongly preferred.
