Job Summary: Provides assistance and support to the Medical Director, Administrative Director Emergency and Urgent Care Services and staff of the Emergency Department by performing various secretarial, administrative, billing and assistant responsibilities including preparing correspondence in final form, receiving visitors, scheduling meetings and conferences, filing, maintaining files, and conducting special projects as assigned. Deals discreetly with a wide variety of confidential information concerning corporate and hospital affairs, information contained in minutes, legal matters, letters, and other documents. Position requires the ability to manage multiple tasks and assignments simultaneously.

Primary Job Responsibilities:

• Accurately transcribes, types, proofs, collates, and distributes a variety of materials, with extra emphasis on proofing and editing: e.g. contracts and agreements, proposals, abstracts, correspondence, policy manuals, reports, charts, agendas, minutes of meetings, etc., usually from rough draft, and makes changes in grammar, punctuation or spelling as needed, ensures proper format, adherence to procedures, and that all necessary background information is attached. Creating PowerPoint presentations and reporting using Excel. Such work is confidential in nature.
• Maintains calendar and schedules appointments for ED Chairman & Medical Director ( Chair of Utilization Management and also President of the Medical Staff Director), along with the calendar of the Administrative Director for our Emergency and Urgent Care services. Provides director with an updated daily schedule, as well as materials needed for the day's activities. These documents are kept in a tickler file which is reviewed daily. Uses personal judgment at all times to prevent time loss and meeting conflicts.
• Establishes, maintains, and revises accurate recordkeeping and easy-to-access filing systems. Accurately classifies, sorts, and files correspondence, records, and other documents in a timely manner including physician malpractice files. Takes an active role in making recommendations for appropriate changes in office procedures, filing, and recordkeeping systems. Files include minutes of meetings, policy and procedure manuals, JCAHO required files, and other necessary documentation. Maintains tickler file. Maintains security of confidential information.
• Establishes and maintains contacts and obtains, relays, and exchanges information with influential hospital, government, consultants, vendors, business and other outside personnel. Interactions are customer oriented, courteous, and helpful, with timely follow-up as needed.
• Arranges and coordinates meetings, conferences, and appointments. Handles highly sensitive and confidential information in a professional manner. Schedules meetings including Saratoga County Emergency Medical Services, ED Department meetings, SIP Operation, ED Operation and DSRIP meetings. Processes Emergency Department dictations in a timely fashion.
• Receives and screens telephone calls and visitors. Responds to calls from outside callers, employees and other visitors concerning general administrative activities and operations in a friendly and professional manner. Diffuse tense situations and finds up-front resolution to help customers. Suggests appropriate referrals for complex and/or sensitive inquiries. Uses good judgment in determining urgency of situation and emergency need to interrupt manager. Greets all visitors in a professional manner, using proper procedures to direct them to the appropriate person.
• Opens, reads, and prioritizes interoffice and external mail for ED Medical Director, Nursing Director and ED staff. Screens items which can be routinely handled, prepares appropriate responses and forwards remaining materials to manager or others along with necessary background material. Urgent correspondence/mail is placed on manager's desk for immediate review. Hand delivers sensitive information to Quality and Credentialing departments.

Minimum Qualifications: HS or GED required, Associate Degree preferred. Minimum of three to five years of progressively responsible administrative assistant experience preferably in a healthcare setting, with demonstrated effective communication skills. Must have experience dealing with highly sensitive and confidential material. Training in secretarial science, legal, or medical terminology required. Must be able to accurately proof and edit non-routine correspondence, reports, etc., draft routine correspondence and recurring reports, perform noncomplex mathematical calculations, and develop and maintain needed filing and record keeping systems.

Must have experience using and scheduling on multiple electronic calendars (Outlook preferred).

Intermediate to Advanced level MS Office including Outlook, Word and Excel.