Administrative Associate I, Acute Rehab Nursing

University of Maryland Medical System; Baltimore (MD); On-site; USD 35,000 - 48,000; Full time

Job summary

University of Maryland Medical System is seeking a clerical/administrative professional to support department operations and patient-facing activities. The role emphasizes confidentiality, accurate documentation, and coordinating meetings and communications.

The position requires a high school diploma or GED and at least three years of clerical or customer service experience, with healthcare exposure preferred. Proficiency in MS Office and strong organizational skills are essential.

Qualifications

• High School Diploma or GED required.
• Three years of general clerical, administrative and/or customer service experience required.
• Healthcare experience preferred.

Responsibilities

• Responds to internal and external telephone calls, inquiries and visitors following established departmental procedures.
• Maintains confidentiality of patient information (HIPAA).
• 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.
• 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.
• Perform all other duties as assigned.

Skills

MS Office Suite

Typing & data entry

Verbal & written communication

Interpersonal skills

Medical terminology familiarity

Filing & organization

Confidentiality (HIPAA)

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

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

Job Requirements

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

Shift: Mon–Fri, 7am–3pm; every 3rd weekend; 2–3 holidays a year

• Models excellence in customer service behaviors. Identifies and acts on opportunities to respond to customer requirements and complaints.
• 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.
• Maintains confidentiality of patient information (HIPAA).
• 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.
• 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.
• Perform all other duties as assigned.

Work Experience

Education & Experience

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

Knowledge, Skills, & 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 organizational 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.