Administrative Assistant

University of Maryland Medical System Corporation; Baltimore (MD); On-site; USD 40,000 - 56,000; Full time

Job summary

University of Maryland Medical System Corporation is seeking an administrative professional to provide a range of clerical and organizational support within a hospital unit.

Responsibilities include handling correspondence, scheduling, filing, and data entry, with emphasis on accuracy and confidentiality in a healthcare environment.

Qualifications

• Three years of general clerical and/or administrative experience.
• High School Diploma or GED required.
• Proficient in Microsoft Office Suite and data entry.
• Excellent typing and interpersonal communication skills.
• Ability to maintain confidentiality and meet deadlines.

Responsibilities

• Respond to internal and external calls and visitors following departmental procedures.
• Prepare documents, correspondence and presentation materials.
• Schedule meetings, travel arrangements and conferences with agendas and materials.
• Maintain filing systems and assist with statistical data gathering.
• Support special projects by researching and summarizing information.

Job description

I. General Summary

Under limited supervision, provides a variety of administrative services to an organizational unit requiring a thorough knowledge of departmental practices and procedures. Prepares documents and various materials, responds to straight forward correspondence and telephone inquiries, maintains filing systems, and prepares basic to moderately complex statistical data.

Job Requirements

I. General Summary

Under limited supervision, provides a variety of administrative services to an organizational unit requiring a thorough knowledge of departmental practices and procedures. Prepares documents and various materials, responds to straight forward correspondence and telephone inquiries, maintains filing systems, and prepares basic to moderately complex statistical data.

Responsibilities

II. Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. These are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Responds to internal and external telephone calls, inquiries and visitors following established departmental procedures. Initiates or responds to correspondence and memoranda. Serves as administrative liaison internally and outside the organization regarding issues affecting departmental activities
• Prepares and ensures accuracy of confidential documents, in accordance with department procedures. Prepares presentation material as required.
• Schedules and coordinates meetings, appointments, travel arrangements and conferences. Prepares agendas, assembles background materials. Attends meetings, prepares notes and performs required administrative follow-up.
• Compiles and reviews financial data and/or statistical data for completeness and accuracy prior to distribution or use.
• Provides support for special projects and assignments: researches, analyzes, and summarizes information and source materials for reports.
• Maintains various paper and electronic filing systems in accordance with department procedures or The Joint Commission record keeping requirements.
• Orders and maintains office/clinical supplies and equipment and maintains related expense records.
• Maintains established hospital/unit policies, procedures, objectives, quality assurance, safety, environmental and infection control standards.

Work Experience

III. Education and Experience

• High School Diploma or equivalent (GED) required.
• Three years of general clerical and/or administrative experience is required.

Skills

IV. Knowledge, Skills and Abilities

• PC literate with proficiency in Microsoft Office Suite and Internet. Excellent typing and data entry skills are required. Proficient transcription skills may be required.
• Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service. Familiarity with medical terminology is preferred in some units/departmental areas.
• Knowledge and ability to understand procedures, practices and policies in the assigned departmental unit and Medical Center.
• Excellent filing and organization skills with ability to prioritize own work.
• Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
• Ability to establishes and maintain courteous and effective relationships, and demonstrate sensitivity and awareness of customer needs; when dealing with patients/visitors, co-workers and healthcare staff.