Operations Specialist-Dermatology

Weill Cornell Medicine - Qatar; New York (NY); On-site; USD 42,000 - 48,000; Full time

Job summary

Weill Cornell Medicine - Qatar is seeking an Operations Specialist for our Dermatology office in New York. This role provides a wide range of administrative and secretarial support to the dermatology department, including answering phones, coordinating calendars, arranging travel, and handling reimbursements.

The successful candidate will maintain inventory, manage procurement, support onboarding, and assist with the department's clinical trials coordination, including budgeting, recruitment,

Qualifications

• Demonstrated strong communication and interpersonal skills.
• Demonstrated proficiency with MS Office Suite and database applications.
• Demonstrated organizational skills and ability to pay close attention to detail.
• Demonstrated critical thinking and analytical skills.
• Demonstrated ability to multi-task and prioritize in a fast-paced environment.
• Demonstrated ability to remain focused despite frequent interruptions.
• Ability to treat confidential information with utmost discretion.
• Demonstrates ability to exercise standards of professionalism.

Responsibilities

• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Prepares and processes travel reimbursements.
• Maintains both general office and clinical cosmetics inventory and orders equipment, services and supplies.
• Responsible for procurement activities related to goods, services, and/or equipment as needed.
• Responsible for disbursement/reimbursement activities as needed.
• Provides cross coverage to the chairman’s office. Responsibilities include scheduling clinical & administrative appointments/meetings; transcription, interacting with high profile individuals & handling highly sensitive information.
• Prepares routine letters, memos and correspondence.
• Manages the department’s clinical trials coordination. This includes budget development; implementation & marketing; subject recruitment, screening & enrollment; scheduling subject visits; research billing compliance and sponsor invoicing and close out.
• Serves as the primary point of contact for sponsors, the Joint Clinical Trials office and the IRB. Prepares and ships research specimens. Prepares progress and case reports. Maintains study records & documentation. Participates in internal/external audits.
• Assists with the onboarding of new staff. Obtains supplies, computers, equipment, business cards, stationery and prescription pads, lab coats and scrub suits, if needed.
• Maintains departmental malignancy log by monitoring daily pathology reports for malignancies. Communicates with clinical staff to ensure timely action is taken on each case. Tracks open issues and ensure that they are resolved.
• Ensures office equipment is functioning properly. Schedules repairs and preventative maintenance as needed.
• Assists with special projects as assigned

Skills

Communication skills

MS Office

Organizational skills

Attention to detail

Critical thinking

Multi-tasking

Discretion

Education

High School Diploma

Tools

MS Office Suite

Job description

Select how often (in days) to receive an alert:

Title: Operations Specialist-Dermatology

Title: Operations Specialist-Dermatology

Location: Upper East Side; Brooklyn; Lower East Side; Midtown; West Side

Work Days:

Weekly Hours:35.00

Exemption Status:Non-Exempt

Salary Range:$30.60-$34.62

*As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices

Position Summary

Provides a wide range of administrative and secretarial support for the office.

Job Responsibilities

• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Prepares and processes travel reimbursements.
• Maintains both general office and clinical cosmetics inventory and orders equipment, services and supplies.
• Responsible for procurement activities related to goods, services, and/or equipment as needed.
• Responsible for disbursement/reimbursement activities as needed.
• Provides cross coverage to the chairman’s office. Responsibilities include scheduling clinical & administrative appointments/meetings; transcription, interacting with high profile individuals & handling highly sensitive information.
• Prepares routine letters, memos and correspondence.
• Manages the department’s clinical trials coordination. This includes budget development; implementation & marketing; subject recruitment, screening & enrollment; scheduling subject visits; research billing compliance and sponsor invoicing and close out.
• Serves as the primary point of contact for sponsors, the Joint Clinical Trials office and the IRB. Prepares and ships research specimens. Prepares progress and case reports. Maintains study records & documentation. Participates in internal/external audits.
• Assists with the onboarding of new staff. Obtains supplies, computers, equipment, business cards, stationery and prescription pads, lab coats and scrub suits, if needed.
• Maintains departmental malignancy log by monitoring daily pathology reports for malignancies. Communicates with clinical staff to ensure timely action is taken on each case. Tracks open issues and ensure that they are resolved.
• Ensures office equipment is functioning properly. Schedules repairs and preventative maintenance as needed.
• Assists with special projects as assigned

Education

• High School Diploma

Experience

Approximately 2 years of prior administrative support experience.

Knowledge, Skills and Abilities

• Demonstrated strong communication and interpersonal skills; demonstrated ability to interact with multiple constituencies and exercise "people skills".
• Demonstrated proficiency with MS Office Suite and database applications.
• Demonstrated organizational skills and ability to pay close attention to detail.
• Demonstrated critical thinking and analytical skills.
• Demonstrated ability to multi-task and prioritize in a fast-paced environment.
• Demonstrated ability to remain focused despite frequent interruptions.
• Ability to treat confidential information with utmost discretion.
• Demonstrates ability to exercise standards of professionalism, including appearance, presentation and demeanor.
• Demonstrated ability to work effectively in a collaborative manner with all departmental faculty and staff, as well as other institutional representatives.

Licenses and Certifications

Working Conditions/Physical Demands

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