Administrative Assistant

University of Maryland Medical System; Bel Air (MD); On-site; USD 40,000 - 55,000; Full time

Job summary

University of Maryland Medical System in Bel Air, MD is seeking an administrative support professional to assist the department with day-to-day tasks, including screening calls, greeting visitors, and processing mail.

You will coordinate meetings, arrange teleconferencing, prepare minutes, and assist with orientation materials for new staff, while maintaining confidentiality and a courteous, professional demeanor.

Qualifications

• High school diploma or equivalent required.
• 1-2 years experience in health care or related setting preferred.
• EMR experience helpful but not mandatory.

Responsibilities

• Provide administrative support to the department (screen calls, greet visitors, process mail/faxes).
• Schedule meetings and coordinate calendars, arrange dietary/teleconferencing needs, prep rooms.
• Serve as recording secretary for meetings and distribute minutes.

Skills

Administrative support

Scheduling

Communication

Multitasking

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

• Provides administrative support to the department, including screening phone calls, reviewing voice mails, relay messages, greeting visitors, processing mail and faxes, and schedule in-services for the department.
• Scheduling meetings and handle any meeting needs including dietary, teleconferencing equipment and coordinating calendars. Ensures rooms are prepared and ready for meeting.
• Serves as a recording secretary for meetings and committees and distributes minutes in a timely manner.
• Prepares orientation packages for new team member orientation.
• Types, copies, collates, files, and distributes material needed for orientation, in-services, and workshops requested by the department team members.
• Manages financial transactions and receipts for hospital patient transportation bills, various invoices, assisted living facilities, nursing home, private duty care, etc.
• Assists with clerical, PC and supply needs. Maintains and orders office supplies, utilizing the principles of cost containment, conserving equipment and supplies for both hospitals.
• Collaborates with the leadership to maintain population health budget
• Demonstrates a friendly, helpful, approachable, and professional demeanor congruent with the UM UCH Just Culture.
• Processes information assuring security and confidentiality. Establishes and maintains a positive working relationship and open lines of communication. Participates with departmental TMs to accomplish departmental goals. Exercises good judgment within the scope of designated responsibilities. Prioritizes work assignments and completes duties within prescribed timeframes.
• Maintains supplies and cleanliness of the Utilization Management office.
• Assists the leaders with projects as needed.
• Perform other duties as required.

Job Requirements

• Provides administrative support to the department, including screening phone calls, reviewing voice mails, relay messages, greeting visitors, processing mail and faxes, and schedule in-services for the department.
• Scheduling meetings and handle any meeting needs including dietary, teleconferencing equipment and coordinating calendars. Ensures rooms are prepared and ready for meeting.
• Serves as a recording secretary for meetings and committees and distributes minutes in a timely manner.
• Prepares orientation packages for new team member orientation.
• Types, copies, collates, files, and distributes material needed for orientation, in-services, and workshops requested by the department team members.
• Manages financial transactions and receipts for hospital patient transportation bills, various invoices, assisted living facilities, nursing home, private duty care, etc.
• Assists with clerical, PC and supply needs. Maintains and orders office supplies, utilizing the principles of cost containment, conserving equipment and supplies for both hospitals.
• Collaborates with the leadership to maintain population health budget
• Demonstrates a friendly, helpful, approachable, and professional demeanor congruent with the UM UCH Just Culture.
• Processes information assuring security and confidentiality. Establishes and maintains a positive working relationship and open lines of communication. Participates with departmental TMs to accomplish departmental goals. Exercises good judgment within the scope of designated responsibilities. Prioritizes work assignments and completes duties within prescribed timeframes.
• Maintains supplies and cleanliness of the Utilization Management office.
• Assists the leaders with projects as needed.
• Perform other duties as required.

Work Experience

Education & Training

High school diploma or equivalency.

Work Orientation & Experience

1 -2 years’ experience in a health care or related setting with computer experience; general knowledge of medical terminology. EMR experience preferred.

Skills & Abilities

Ability to: a) handle multiple tasks simultaneously; b) communicate effectively with patients, medical staff and team members; c) adapt hours of availability to variable and changing needs of the Center; d) maintain confidentiality with patients and team member information; e) communicate effectively, orally and in writing; f) answer phones; and g) work independently and take initiative in achieving Center’s goals; h) Knowledgeable of available community resources

Demonstrated skills in: a) computer literacy to include word processing, database and spreadsheets in Microsoft Office Professional software; b) customer service; c) attention to detail with follow-through; and d) strong organizational skills.