Administrative Assistant, IPC

Position Summary

Perform responsible secretarial and administrative duties for Medical Faculty Associates (MFA) IPC Department.  This position will provide responsible secretarial and administrative support to Department Chair, Administrative Manager, Faculty, and Staff. **This position is part-time**

Essential Duties and Responsibilities include the following. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

• Determines, using independent judgment when an issue needs to be brought to the immediate attention of the Departmental Chair, Administrative Manager, Faculty, and Staff.

• Greets and handles communications between University, Hospital and MFA.

• Maintains and organizes departmental files with responsibility for periodic retirement and/or obsolete material.

• Maintains and organizes departmental archives files.

• Create and maintain all leave records for Faculty, Staff, and Residents.

• Prepares and maintains all on-call schedules for the department.

• Collects, organizes and presents substantives information required by supervisor in carrying out responsibilities.

• Ensures accuracy and relevance of data and citation of courses.

• Receives, sorts, opens, and distributes mail.

• Composes, and may be authorized to sign, responses to inquires requiring broad knowledge of office functions, policies, provisions, procedures and work in progress.

• Answer department telephone, inquires, get messages to appropriate faculty and staff member.

• Refers more complex questions to supervisor, gathering background materials and assuring that the call is returned.

• Arranges for conference rooms, collect visual and background materials, digests, assembles and distributes information covering agenda items.

• Organize lunches, dinners, breakfast when requested.

• Inventories office supplies and equipment.

• Purchases or requisitions needed supplies and equipment.

• Order books and instructional materials.

• Arranges for repair and maintenance of machines, equipment and furniture.

• Maintains current library consisting of books, articles, journals, and other related materials.

• Assist completion of various projects.

• Creating and updating forms.

• Records exams in an excel database.

• Assist departmental Curator.

• Proxy exams when requested.

• Prepare the annual oral examination.

• Will provide residency coordination duties as assigned. 

• Plans itineraries for staff and makes travel arrangements when requested.

• Obtains information for reports, correspondence, articles, etc.

• Attends meetings and takes notes of procedure when requested.

• Performs other duties as assigned by Departmental Manager.

 Minimum Qualifications

Education           

• 1-2 years of college or an equivalent combination of training and experience is necessary.           

Experience        

• 3 years of secretarial experience, including at least six months of business administration experience is necessary. 
• Excellent word processing skills are necessary.    
• 2 years in administrative professional role.   
• Experience in multiple project-based work. 
• Experience supporting faculty and/or clinicians within academic medicine is a plus.