Administrative Assistant - Department Chair na Stamford Health, Inc.

MAJOR ACCOUNTABILITIES/CRITICAL RESPONSIBILITIES:

• 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 ensure efficient and timely responses to requests, promote effective customer service, and efficient office operations.
• Organizes office workflow; performs appropriate department specific responsibilities related to personnel, budget, and other areas of operations, including time and attendance tracking; coordination of travel arrangements, notary public services; and vendor management.
• Supports the Chair of Surgery, Chair of Family Medicine, Director and Vice Chairs and other department individuals in maintaining organized and timely responses in daily activities throughout his/her area of responsibility. 
• Assists chairs in managing scheduling and coordinating/setting up/running departmental meetings/events.
• 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 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.
• Assembles, prepares, and processes all departmental expenses and updates the appropriate files to confirm completion. These include invoices, on-call/physician stipends for payment, tracking physician/APP time, ordering/paying for supplies, and billing. 
• Assist in tracking and updating operational budgets for both departments.
• Provides training and counseling to new hires as needed in support of department’s goals and objectives.
• Support the interviewing, hiring, and onboarding process of new physicians and APP’s. Works with the Medical Staff Office, receives packets and schedules appropriate meetings to review and interview new physicians. Update files and staff when new hires start.
• Support the department throughout the credentialing and medical staff appointment processes. This includes documentation support, organization, and coordination.
• Assist the departments on operational projects including documentation, data collection, coordination, and preparation of presentations/written reports.
• Demonstrates professional work behavior by following Service Standards and Success factors.  Complies with departmental organizational policies and procedures and adheres to external agency requirements. 
• Performs other related duties as assigned or requested to maintain a high level of service. 
• Assists with other administrative duties as needed

QUALIFICATIONS/REQUIREMENTS:

• 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 required
• Proficiency with Oracle ERP, Doctime, AMION or similar platforms preferred.
• General Proficiency with technology platforms and adapting quickly to new options is required. 
• 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 highly organized, detail oriented, energetic, and able to work with large, diverse teams and departments.
• The individual understands HIPAA and confidentiality.
• Knowledge of medical terminology is a plus
• Notary Public is a plus.

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