With minimal direction and considerable latitude for independent judgment, performs complex administrative duties associated with meeting the needs of Faculty working in the Physician Co-Working space. Maintains a consistent professional and warm attitude in-person and over the telephone, greeting physicians, staff and visitors. Interacts, listens and engages in conversations with a warm and welcoming demeanor. Creates a hospitable environment in the Physician Co-Working space and provides high quality service in a collaborative team effort.
SUPERVISION AND DIRECTION RECEIVED:
Receives minimal direction from physician, department head and/or administrative officer. Is responsible for independently planning, executing and evaluating own work.
SUPERVISION AND DIRECTION EXERCISED:
Directs other secretarial and clerical assistants. May train and coordinate activities of peers or support staff.
MACHINES AND EQUIPMENT USED:
Standard office equipment including computer, calculator, telephone, facsimile. Will use software for appointment scheduling system, and other systems as needed.
TYPICAL DUTIES :
Concierge Desk – 50%
Manages the Physician Co-Working space providing an excellent work environment. Coordinates housekeeping and maintenance requests to assure cleanliness and order. Maintains the coffee maker and coordinates the daily food order and delivery from the AOC Café.
Independently operates office machines, photocopiers and scanners, fax machines, voicemail systems and personal computers.
Type correspondence, reports, and other materials. Conduct information retrieval and data entry.
Marketing Support – 20%
Opens, sorts and routes incoming mail, answers correspondence and prepares outgoing mail. Completes and mails bills, contracts, policies, invoices and checks.
Maintain and update filing, inventory, mailing and database systems. Compile, organize, and maintain records of business transactions. Maintain moderately complex indexes and files. Compile, copy, sort, and file records of office activities.
Coordinates PCP outreach activities including making calls to referral sources, scheduling Meet & Greets and PCP satisfaction efforts including follow-up on patient and PCP access complaints.
Faculty Support – 10%
Triages and problem-solves all Faculty requests including community-specific services such as transportation, restaurant reservations, cultural events. Manages travel planning as needed.
Coordinates meetings, room availability, coordinating lunches or dinners, and is aware of internal events that may be of interest to them.
Processes Physician Co-Working Conference room reservations on Outlook Calendar. If meeting rooms are not available, informs the Faculty and makes alternative arrangements.
Superior Customer Service – 10%
Maintains an active presence at the Concierge Desk. Greets and welcomes all Faculty in a professional and hospitable manner.
Independently monitors visitors and controls access to the Physician Co-Working space.
Serves as front-line problem solver. Professionally handle complaints and finds solutions to satisfy all needs.
Telephone Management – 10%
Triages incoming calls, sorts and distributes as needed including directing calls and taking messages as appropriate.
Manages questions from staff, vendors, etc. and communicates to the appropriate parties, promptly and clearly.
Forwards unanswered messages and material left at the concierge desk to the Physician Support Specialist. Coordinates outgoing calls related to major functions above.
Associate’s degree in Medical, Secretarial or related field and a minimum of three years of relevant experience required; or an equivalent combination of education and experience. Demonstrated customer relations skills.
NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.
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How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
Pay Range: $15.38 - $21.54 Hourly
The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.
Location: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 007 Program Mgmt Orthopaedics
Schedule: 8 AM-4:30 PM