Stamford Hospital is seeking a well versed and talented individual to join the Department of Surgery as a Administrative Assistant. This a full time (37.5hrs/weekly) Monday-Friday day position. The Administrative Assistant will collaborate with internal and external resources to provide support on a wide range of complex administrative duties in an administrative/medical office to the Chair of Surgery, the Chair of Family Practice, and the Director, Surgical Services. This individual will be responsible for coordinating administrative and operational activities to ensure timely flow of information to and from the Department of Surgery and throughout the organization. In a fast-paced environment, the incumbent must be successful at working independently while managing the details and prioritization of highly confidential information critical to the effectual functioning of the organization.
Hours: Approximately 7:30 AM to 3:30 PM with some flexibility.
1. Provides administrative support by facilitating recurring administrative responsibilities. Receives and screens inquiries via the telephone, mail tasks, and from visitors. Establishes appropriate follow-up procedures within all areas of responsibility to insure efficient and timely responses to requests, promote effective customer service, and efficient office operations.
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2. Organizes office workflow; performs appropriate department specific responsibilities related to personnel, budget, and other areas of operations, such as: time and attendance tracking; coordination of travel arrangements, notary public services; and, vendor management.
3. Supports the Chair of Surgery, Chair of Family Practice, Director and Vice Chairs and other department individuals in maintaining organized and timely responses in daily activities throughout his/her area of responsibility.
4. Prepares drafts and finalizes memos, correspondence and other written documents and disseminates information as appropriate. Compiles various reports and provides information as requested, assists in financial and statistical analysis, monitors contract compliance, and maintains productivity reports in order to meet regulatory requirements and to assist management in the decision-making process. Files documents and maintains files to insure complete records and support office operations.
5. Assembles, prepares, and processes all departmental expenses.
6. Provides training and counseling to new hires as needed in support of department’s goals and objectives.
7. Works with the Medical Staff Office to onboard new surgeons. Receives packets and schedules appropriate meetings with Division Directors to review and interview new surgeons. Updates the Word file on all new surgeons. Advises the appropriate staff of the new physician.
- Bachelor’s degree highly preferred, with a minimum of 5 years high level administrative/executive assistant experience required.
- Prior office management experience is required, practice management a plus
- Proficient experience with Microsoft Word, Excel, PowerPoint, Outlook, and knowledge of Database software utilization is highly preferred. Working knowledge of Meditech EMR is desirable.
- Excellent organization, problem solving, negotiation, verbal, listening and written communication skills are required.
- Ability to work independently and balance multiple priorities is required.
- Proven success making decisions and exercising sound judgment.
- The ideal candidate will be dynamic, high energy, organized and have demonstrated the ability to work in a cross-functional department.
- The individual understands HIPAA and confidentiality and has a working knowledge of JCAHO preferred but not required.
- Knowledge of medical terminology is a plus
- Notary Public is a plus
