Administrative Assistant

Summary

The position is a key member of the concierge team and serves as the lead customer service ambassador for designated Paley Institute physicians. The Administrative Assistant is primarily responsible for office and surgical scheduling and calendar management as well as warmly greeting and welcoming all patients along with their families, friends, guests and colleagues – who visit the Paley Institute. The position will serve as a primary point of contact, assuming a “lead role, “completing a wide variety of assigned tasks including coordinating the surgical schedule, assisting front-desk concierge operations for assigned

physicians, working in close collaboration with the Institute’s Practice Manager and Physician Staff. The position will have accountability for ensuring that the calendar for the designated physician staff is consistently current, accurate and detailed. Oversees one or more scheduling projects of significant importance to the institution and/or the community, and delegates necessary administrative support to the assigned physician staff. Consistently demonstrates teamwork and serves as a role model for the other administrative staff. The Administrative Assistant must set the standard for providing the highest quality of service and positive impression during each patient interaction in the Paley Institute.

Responsibilities

• Serves as the lead customer service ambassador for designated Paley Institute physician. Answers and directs incoming clinic telephone lines and coordinates appointment scheduling with other administrative/executive assistants
• Coordinates assigned physician’s surgical scheduling including obtaining necessary preoperative paperwork
• Coordinates assigned physician’s clinic scheduling, ensuring all dates away are clearly noted and clinic schedule is reasonable for provider
• Serve as a primary point of contact for designated physician, assuming a “lead role” completing a wide variety of assigned tasks either by manager or physician
• Ensure the Google calendar for the designated physician staff is consistently current, accurate and detailed.
• Oversees one or more scheduling projects of significant importance, including auxiliary clinic operations at auxiliary location(s)
• Warmly greets outside vendors and pharmaceutical representatives on behalf of assigned physician; coordinating meetings etc as needed

Education / Experience

• High School Diploma or Equivalent
• Proficiency in a windows environment with a working knowledge of Word, Outlook, and the Internet is required
• Willingness to be flexible and adaptable in a complex, matrix environment

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