Administrative Assistant III

at  Wayne Health

About Us:
Serving one million patients and their families annually. Advancing medical knowledge, technologies and practices. Developing and educating the next generation of exceptional health care professionals.
With more than 100 locations in hospital-based clinics, outpatient health and specialty care centers, we provide the most advanced medicine and thoughtful, patient-centric care to the greater metro-Detroit community.
Job Summary:
Under limited supervision of the Manager and the Faculty, the Administrative Assistant will provide administrative support to ensure efficient operation of the office.
Job Description:

Essential Duties and Responsibilities:

• Provides highly proficient administrative support for leadership by performing complex typing duties such as, editing correspondence, which may include technical or (medical/legal) terminology.
• Participates with special projects as assigned; assists in planning, coordinating and implementing assigned programs and events; assists in monitoring assigned programs.
• Recommends improvements in work flow, procedure and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required.
• Receives office visitors, answers telephones, screens calls, takes messages, answers general inquiries concerning the activities and operation of the office, and refers questions to the appropriate personnel.
• Supports the administrative business functions of the department by maintaining office supplies, organizing the faculty evaluation process, verifies student/resident/fellow rotations, schedules the use of classrooms, department facilities, or meeting rooms; develops and maintains departmental schedules and calendars.
• Initiates follow-up procedures regarding pending matters, routes correspondence, identifies and resolves day-to-day operational problems and responds to routine inquiries for data and information.
• Maintains calendar, schedules appointments and arranges meetings and conferences.
• Participates in the collection and compilation of information from various sources on a variety of specialized topics related to assigned programs; participates in the preparation of reports, power points and various other documents.
• Triages patient calls.
• Sorts faculty mail.
• Assists with the collection of credentials and other required materials.
• Assists faculty with CV maintenance.
• Assists students/residents/fellows by providing clinical rotation information and schedules as needed.
• Remains current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the WH.
• Supports the department by performing all other duties as assigned.

Education, Licensure/Certification, and Training:

• High school degree or GED
• 6+ years of progressive clerical or secretarial experience, preferably in a health care environment

Skills and Abilities:

• Ability to type at least 55 wpm, working knowledge of Microsoft Office suite
• Ability to operate standard office equipment
• Excellent oral and written communication skills with ability to develop strong interpersonal relationships and provide high-level consumer service
• Outstanding organizational skills including strong planning skills with ability to prioritize and plan work actives; strong problem solving and critical thinking skills
• This is the advanced level III position of this series and may include lead-level responsibility for Administrative Assistant I and II positions. This class is distinguished from Administrative Assistant I and II by the performance of complex technical assignments or program responsibility. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Work is normally reviewed only on completion and for overall results.

Safety Requirements:

• Compliance with Departmental Health and Safety policies and procedures

Working Conditions/Schedule:

• 40-hour workweek, hours and days to be determined by the business needs of the department. Additional hours may be required

Wayne Health is an EEO/AA/Veteran/Disability Employer

• Provides highly proficient administrative support for leadership by performing complex typing duties such as, editing correspondence, which may include technical or (medical/legal) terminology.
• Participates with special projects as assigned; assists in planning, coordinating and implementing assigned programs and events; assists in monitoring assigned programs.
• Recommends improvements in work flow, procedure and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required.
• Receives office visitors, answers telephones, screens calls, takes messages, answers general inquiries concerning the activities and operation of the office, and refers questions to the appropriate personnel.
• Supports the administrative business functions of the department by maintaining office supplies, organizing the faculty evaluation process, verifies student/resident/fellow rotations, schedules the use of classrooms, department facilities, or meeting rooms; develops and maintains departmental schedules and calendars.
• Initiates follow-up procedures regarding pending matters, routes correspondence, identifies and resolves day-to-day operational problems and responds to routine inquiries for data and information.
• Maintains calendar, schedules appointments and arranges meetings and conferences.
• Participates in the collection and compilation of information from various sources on a variety of specialized topics related to assigned programs; participates in the preparation of reports, power points and various other documents.
• Triages patient calls.
• Sorts faculty mail.
• Assists with the collection of credentials and other required materials.
• Assists faculty with CV maintenance.
• Assists students/residents/fellows by providing clinical rotation information and schedules as needed.
• Remains current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the WH.
• Supports the department by performing all other duties as assigned