Administrative Assistant na undefined

GENERAL SUMMARY:

Functions as the administrative assistant to the Department of Surgery. Establishes and maintains related automated and manual documentation systems in support of program operation and development in accordance with hospital, university, accrediting and funding organization standards.

Works independently, receiving little detailed supervision and guidance. Thorough knowledge of Microsoft Office Suite and the administrative routine of the Department of Surgery are fundamental to the position. Exhibits an understanding of the organization, its programs and procedures related to the operation of the office. Strong attention to detail and excellent interpersonal skills. Expert handling of department issues and confidentiality is mandatory.

ESSENTIAL FUNCTIONS:

Administrative Support

• Provide comprehensive administrative assistance to hospital faculty, department leadership, residents, students, and the Department of Surgery.
• Manage and maintain confidential files, correspondence, and documentation, including personnel and academic records.
• Schedule and coordinate meetings, conferences, and appointments for faculty and departmental leadership.
• Arrange travel accommodation and process reimbursements in compliance with institutional policies.
• Draft, format, and prepare a variety of documents including meeting agendas, minutes, letters of recommendation, charts, and reports.
• Transcribe dictation, correspondence, and memoranda with accuracy and discretion.

Educational & Academic Coordination

• Support the coordination of educational programs, including student/resident orientations, graduation activities, and teaching conferences.
• Assist with organizing educational events such as ABLS courses, Burn Symposium, and Burn Survivor Group activities.
• Prepare course materials, manage registration, schedule faculty lecturers, and ensure logistical support (room reservations, catering, supplies, etc.).
• Develop and distribute course brochures and update event information on websites.
• Prepare honoraria, CME documentation, correspondence, and communication with faculty, coordinators, and participants.

Faculty & Credentialing Support

• Assist with faculty academic promotions by organizing supporting documents and maintaining up-to-date CVs.
• Manage credentialing processes including hospital reappointments, CAQH profile maintenance, and Medicare Time & Effort reporting.
• Track and maintain Continuing Medical Education (CME) credits and documentation for all physicians in the division.

Communication & Website Maintenance

• Assist with maintaining and updating departmental website content and event postings.
• Serve as a liaison between the department and internal/external stakeholders to ensure smooth communication and coordination of events and projects.

Project & Data Support

• Conduct research, compile data, and assist with the preparation of materials for departmental initiatives and special projects.
• Maintain accurate records, spreadsheets, and databases to support departmental planning and compliance.

Additional Responsibilities

• Perform other related duties and special projects assigned by the department manager.

MINIMUM KNOWLEDGE. SKILLS, AND ABILITIES:

• Minimum of three years of experience providing administrative support
• Extremely high level of planning and organizational skills with a strong customer service orientation
• Experience working with web content management systems and digital project management platforms
• Strong skills with standard business software applications (Microsoft Office, Google suite)
• Exhibits high-level discretion, confidentiality, attention to detail and the ability to take initiative in problem solving
• Close attention to detail as well as big picture
• The incumbent must possess diplomacy, sound judgment, and initiative
• Exceptional oral, written, and interpersonal skills to work successfully with colleagues and represent Brown Surgical Associates with professionalism and capacity to successfully engage and support a diverse community of faculty, staff, students, and residents, among others
• Ability to work independently and collaboratively to ensure effective management of all office functions

WORKING CONDITIONS AND PHYSICAL REOUIREMENTS:

Conditions common to a clinical practice environment.

Employees are required to be vaccinated against Covid as a condition of employment, subject to accommodation for medical exemptions.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RESPONSIBILITY:

None.

We value a diverse, talented workplace and seek colleagues who strive to better understand systemic barriers as it affects patient care and our academic institutions. Brown Surgical Associates welcomes nominations and applications from all individuals with varied experiences, perspectives, abilities, identities, and backgrounds to enrich our clinical, research, training and service missions.