Administrative Assistant, Bmt Program, Days

Assists in the administration and support of a specific program, ensuring appropriate compliance with policies and procedures.  Distributes program informational materials. Maintains calendar for one or more assigned providers or managers. May coordinate domestic or foreign travel arrangements, arrange travel itinerary, prepare expense reports and monitor reimbursements. Handles logistics of meetings and conferences. May monitor or maintain budget and grant information; analyzes department needs and forecasts expenditures. Researches and compiles information for reports and presentations; prepares charts and graphs. Composes, edits and types correspondence, reports or manuscripts. Enters and retrieves data, produces reports and maintains accurate databases. Establishes filing systems and ensures information remains organized and easily retrievable. Receives, screens and prepares appropriate responses for new mail; forwards remaining correspondence appropriately. May assist in program recruitment activities. Collects, organizes and analyzes data; designs and generates accurate and complete reports. Performs related responsibilities as required.

• Update monthly calendars with physician or director activities
• Review daily schedule for department
• Update physicians’ CV’s in correct format
• Prepare travel arrangements and track and process reimbursements
• Tracking and seeing that Registration and Membership Dues are disbursed
• Sort and distribute department mail
• Compose e-mails, memos and correspondence
• Create and update forms, both clinical and academic
• Answer phone/greet appointments
• Prepare spreadsheets and PowerPoint presentations
• Schedule meetings/appointments
• Schedule conference room
• Take required minutes at meetings, prepare agendas, etc.
• Complete administrative section of ROF in a timely manner with accurate information and tracks physician’s vacation and CME time. This includes corresponding with clinic(s) schedulers for blocking schedules, distributes to appropriate staff
• Organizing special events
• Special Projects
• Maintain adequate office supplies
• Other duties as assigned by physicians or management

MINIMUM EDUCATION & EXPERIENCE

• A high school diploma or equivalent and five years of clerical or secretarial experience or a bachelor's degree. May require the ability to type or keyboard 55 accurate words per minute. Previous experience with various personal computer software applications.

KNOWLEDGE, SKILLS, & ABILITIES

• Previous work in academic and/or clinical environment preferred. 
• Proficiency with Power Point, Excel, Word and other software necessary for administrative support