Administrative Assistant, O&P

Shriners Childrens Hospital

Job Description
Company Overview Shriners Children's is a family that respects, supports, and values each other. We are engaged in providing excellence in patient care, embracing multi-disciplinary education, and research with global impact. We foster a learning environment that values evidenced based practice, experience, innovation, and critical thinking. Our compassion, integrity, accountability, and resilience defines us as leaders in pediatric specialty care for our children and their families. Job Overview Shriners Children's is the premier pediatric burn, orthopaedic, spinal cord injury, cleft lip and palate, and pediatric subspecialties medical center. We have an opportunity for an Administrative Assistant O&P at our CFab East location. The Administrative Assistant O&P will provide administrative support as well as receptionist duties for the cFab East location (the Cfab as well as admin/billing teams). The Assistant will perform general office functions such as the receipt and routing of incoming phone calls, mail distribution, project tracking, task list management, presentation design, assembly and coordination, copying and management of records and purchasing of office and kitchenette supplies. The Assistant will also coordinate appointments/schedules and make extensive travel arrangements as well as onsite training. The Assistant will provide backup support for Shipping and Receiving as well as Supply Chain only as needed. The Assistant will maintain confidentiality handling employee records involving salary and performance appraisal information. Shriners Children's is an EOE/Drug-Free, Smoke-Free Workplace Responsibilities Position Responsibilities: * Perform general office functions such as the receipt and routing of incoming calls, daily mail distribution,required copying and management of paper and electronic administrative records. - 5 % * Coordinate calendars by scheduling appointments and teleconferences. Maintain electronic record of contacts. Reserve room and audio/video equipment for meetings. Make travel arrangements. Prepare and process travel reimbursement expense forms. Track receipt of monies. - 15% * Type, transcribe and develop correspondence, record and prepare meeting minutes, and prepare presentations and other projects as assigned. - 25 % * Prepare a variety of documents to include purchase orders for equipment/supplies, check requests, office supply orders, letters of transmittal, and shipping air bills. Create and maintain various spreadsheet reports for tracking agreements, ventures, contracts, administrative files, and preparing mail merges. - 20% * Provide administrative support to O&P CFab, Billing, and Administration. - 20 % * Receptionist for building. Guests will need to be "buzzed" into the suite. Receptionist will notify whoever they are there to see to let them know they are in the suite. - 15 % Qualifications Experience Required/Preferred: * 5 years of medical secretary/administrative assistant experience required * Proficiency in Microsoft Office required (Word, Excel, PowerPoint, Outlook) required Education Required/Preferred: * High School Diploma/GED required Knowledge, Skills & Abilities: * Strong organizational skills and ability to multitask * Exceptional written and verbal communication skills * Ability to draft correspondence and transcribe from dictation * Excellent proofreading skills