Administrative Assistant - MUSCP

Job Description Summary

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Job Description

Job Duties

Provide general administrative support to the management team and assist with site activities:

a) Reserve rooms and schedule meetings as requested.

b) Coordinate travel arrangements for conferences, events and meetings.

c) Receive and screen incoming telephone calls in a courteous and professional manner.

d) Sort and distribute incoming correspondence, including mail, faxes and emails. --- Delivery of Mail to the departments in the building once received from USPS and at West opening all mail and putting the correct patient MRN on the mail to be delivered to the correct area

e) Schedule and coordinate appointments and meetings. Also secure conference lines if needed.

f) Prepare accurate documentation and complete tasks in a timely manner.

g) Record and distribute minutes for meetings.

h) Perform other clerical duties to include copying, faxing, scanning and filing.

i) Collection of Mail, processing postage and getting it out to the mail box for pick up

j) Submitting documents to Legal

k) Pricing and setting up catering or purchasing items for event/meeting for staff

l) setting up conference room tables for meetings and assist meetings with the smart screen as needed

m) Keeping provider lists up to date at all 4 women’s locations

Initiate, complete, organize and track human resource activities:

a) Accurately prepare appropriate paperwork for new hires, transfers and terminations as needed.

B) Ensure timely, accurate processing of key paperwork as required by policy.

c) Maintain HR unit files ensuring compliance with regulatory requirements.

d) Ensure employee actions (recruiting, hiring, promotions, and separations) are processed in a timely manner.

e) Assist in departmental new hire orientation process as needed.

f) Monitor annual requirements.

g) Maintain continuing education files, licenses, certifications and competencies.

h) Creating and keeping employee files up to date (created new files for all employees with check list to help track files to keep up to date)

Complete biweekly timekeeping and tracking of FM LA hours for accurate payroll processing.

a) Assist managers with timekeeping

b) Assist managers at all sites with Time edits, Overtime reports, missed punch reports

c) When manager is out help to facilitate all time is completed and approved

Perform procurement functions in accordance with established policies and procedures.

a) Coordinate the procurement of equipment and supplies ensuring appropriate quantities are available.

b) Ensure budgetary records are accurate and readily available.

c) Identify cost containment opportunities for the department.

d) Allocate charges on Purchasing Card and reconcile monthly.

e) Ensure all necessary forms and reports are correct, concise and completed in a timely manner.

F) Assist in renewals of service/maintenance agreements for equipment

Assist with special projects and other operational activities as requested.

a) Organize and maintain project files and databases.

b) Prepare correspondence, reports, presentations, documentation and as required.

c) Effectively communicate updates and project plans to stakeholders.

d) Oversee the tracking, assessments and updates of completed projects and reporting to key stakeholders.

Other duties as assigned.

• Rounding with staff to make sure everything is working well and if they need any help with anything, then reporting finding to the managers or placing work orders as needed
• Working with property management to place work orders and to help facilities locate where they need to be in the building to complete the work and working with Biomet to have any of the medical equipment fixed
• Working with marketing and different groups from downtown with sign placement in the sites
• When interns are scheduled to be on site helping to facilitate their schedule, taking them on tours and speaking to the department or area on site they have interest in to see if they can shadow the area to observe
• Updating and tracking Room grids for the 3 sites
• Assisting with Coverage at Concierge
• Assisting with the space approval process by creating and updating monthly the room grids to know what space is available

Additional Job Description

Education/Work Experience

A high school diploma or equivalent (GED) and a minimum of four years of administrative experience at the management level required. A bachelor's degree may be substituted for two years of the required work experience and is preferred.

Proficiency with MS Office Suite (Word, Excel and PowerPoint) with ability to create, edit and prepare packages and route to appropriate individuals.  Must have expertise in MS Outlook- expert level of proficiency required and must understand meeting and calendar functions. Project management, organizational, time management and problem solving skills required. Demonstrate the ability to compose correspondence and proof assignments to ensure accuracy of documents.  Excellent interpersonal, organizational and written/verbal skills; highly detail oriented and ability to exercise good judgement in decision-making.  Must be able to see the overall picture of the three multispecialty sites as well as other sites within the health system and anticipate needs/think ahead when completing work. Previous experience in a fast paced healthcare environment preferred; ability to work efficiently and effectively under deadline pressures and handle multiple assignments; professional maturity, high degree of honesty, integrity and confidentiality and the ability to work with individuals in a tactful diplomatic manner that enhances the image of the office.

Degree of Supervision

Must be able to work independently with minimal supervision. 

Licensures, Registrations, Certifications

N/A

Physical Requirements

Continuous requirements are to perform job functions while standing, walking and sitting. Ability to bend at the waist, kneel, climb stairs, reach in all directions, fully use both hands and legs, possess good finger dexterity, perform repetitive motions with hands/wrists/elbows and shoulders, reach in all directions. Maintain 20/40 vision corrected, see and recognize objects close at hand and at a distance, work in a latex safe environment and work indoors.  Frequently lift and/or carry objects weighing 20 lbs (+/-) unassisted. Lift from 36” to overhead 15 lbs.  Infrequently work in dusty areas and confined/cramped spaces.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here:http://www.uscis.gov/e-verify/employees