Project Assistant III

Job Summary

Under limited supervision, the Project Assistant III provides highly complex administrative support for the academic, clinical and administrative operations and services. Provides prompt and efficient resolution to complex administrative problems. Provides basic educational information to patients and families as appropriate. Adapts workflow to accommodate needs, priorities, and fluctuation of patient volumes according to faculty and departmental expectation.

Responsibilities

• Handles a wide range of administrative support duties and functions for several faculty members.
• Answers, screens, and routes all telephone calls for physicians as needed.
• Distributes and collects patient documents/mail as necessary.
• Performs other physician support duties such as coordinating physician compliance status and carrying out errands related to the physician's clinic.
• Works with and supports other clinical staff working with the physicians as needed.
• Provides coverage for additional faculty as needed by the department.
• Creates and maintains spreadsheets and databases as needed; may oversee data projects.
• Maintains and upkeeps records and files in EPIC, and hardcopy as needed.
• Calendar management and travel arrangements for faculty as necessary.
• Coordinates with other administrative staff to ensure physician has all necessary supplies.
• Prepares, distributes and responds to correspondence and packages; screens mail.
• Distributes department mail, monitors fax machine and distributes facsimiles to appropriate faculty member or clinical staff.
• Coordinates routine and special activities.
• File storage and HIM documentation uploading.
• Inputs clinical and call schedules in Qgenda or other scheduling platforms.
• Assists administrative staff with gathering information and creating reports.
• Performs photocopying and faxing, runs errands; other projects as assigned.
• Troubleshoots technology issues for faculty.
• Sets up Zoom meetings.
• Schedules candidate interviews, assists in credentialing faculty members, takes meeting notes, assists faculty moves.

Competencies

• Successfully handle multiple faculty and department related tasks within specified time frame.
• Proactively anticipate physician needs and resolve problems.
• Thrive in fast-paced environment and effectively manage competing tasks, deadlines, and needs.
• High levels of collaboration and initiative, strong editing skills and superb organizational abilities.
• Provide excellent customer service.
• Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with visitors, patients, staff, faculty, students and others.

Education, Experience, or Certifications

Education: High school diploma or GED from an accredited institution required. Some college preferred.

Experience: Three years of office experience required. Four to five years of office experience in complex, fast-paced office environment preferred. Hospital or academic medical center experience preferred. Experience in invoicing and financial operations preferred.

Technical Knowledge or Skills: Proficiency with Microsoft Office suite required. Experience with Microsoft Excel and associated functions and features, such as Pivot Tables, strongly preferred. Experience in managing electronic tracking systems and databases. Experience with Endnote, Adobe, and other business related applications preferred. Learn a range of position-related software applications required. Communicate effectively in English, both orally and in writing, required. Proficiency in project management preferred.