The Division of Rheumatic and Autoimmune Diseases is seeking a temporary administrative assistant to support our Division, which includes seven (7) faculty members, two (2) non-faculty physicians, one (1) APP, and a Division Administrator. The duties for this position are outlined below. This position will be available up to 12 months with the possibility of renewal.
DUTIES/RESPONSIBILITIES 50% Administrative Support for Faculty and Division Administrator
Scheduling of meetings in Google calendar system (Zoom meetings and in-person meetings when appropriate), planning/coordinating meetings, reserving conference rooms, and interacting with others internal and external to the University, as necessary. Assist faculty with schedule management, as requested.
Assist faculty in time off management and tracking, for vacation and continuing medical education purposes.
Maintain and update Division's social media sites and materials
Assist faculty and Division Administrator with document preparation, electronic signatures and coordination of sending documents (Microsoft Word and Adobe Acrobat) to appropriate parties.
Assist with filing and the physical and electronic organization and storage of documents. Assist with preparation of presentation materials for faculty (PowerPoint), update faculty CVs and biosketches in Works software (on-the-job training provided).
Assist faculty and Division Administrator with data entry (Excel, Redcap), and analysis of data, as directed.
Assist faculty and Division Administrator with faculty recruitment efforts, assisting with scheduling candidate interviews with faculty and other related events, as necessary.
Main phone contact for Division. Check messages regularly, routing calls and messages to appropriate parties.
Other administrative duties, as assigned.
25% Processing financial transactions for Division.
Complete required financial and accounting training courses to process reimbursement requests in Chrome River, manage purchase orders, pay invoices for Division.
Responsible for the ordering of all computer equipment through the University and maintaining a tracking system of equipment assigned to each person in Division.
Order all needed office supplies.
25% Management of Clinical Scheduling through QGenda
Work with faculty to assign inpatient attending weeks of service and enter in QGenda Scheduling tool (on-the-job training provided).
Work with providers and clinic staff to ensure all outpatient clinic changes are managed efficiently and updated in both QGenda and EPIC (on-the-job training provided), and that data in both QGenda and EPIC are synchronized on a day-to-day basis.
Salary Range: $18.67 to $28.45 USD/hour
REQUIRED QUALIFICATIONS (Must be documented in application materials)
High school diploma/GED and four (4) years of progressive administrative support experience. Training or education may be substituted for up to two (2) years of experience.
Intermediate level experience with Microsoft Word and Google Suite of applications, including Gmail and Calendar.
Experience writing, editing and proofreading business communications.
Experience managing complex schedules and calendars.
Experience supporting multiple professionals and interacting professionally with a wide range of people (executive leaders, staff and vendors).
Able to effectively prioritize workload and meet deadlines, adjusting workload and communicating appropriately at all times.
Proficiency in written and oral communications.
Proficient multi-tasking skills, detail oriented.
Experience using QGenda, EPIC and/or Chrome River
Intermediate data analysis skills
Internal Number: 338541
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