Administrative Assistant III at University of Maryland Medical System in Baltimore, Maryland

Job Description:

Job Description
This role will support the Nursing Staffing Office, the Director of Nursing as well as the HR office and the HR Director



I. General Summary



Demonstrates competency in performing clerical duties and support consistent with the mission and values of the University of Maryland Rehabilitation and Orthopaedic Institute (UMROI) and in accordance with regulatory requirements.


Perform duties of a highly confidential nature that require comprehensive knowledge of the organizational policies and operations. Sets up meetings and may act as proxy for supervisor. independently performs diversified clerical and support duties to Executive leadership. Independently plans, coordinates, schedules, gathers and processes data and electronic materials to support Executive leadership functions.



II. Principal Responsibilities and Tasks



The following statements are intended to describe the general nature and level of work being performed by the person assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Provides clerical assistance for designated quality and financial improvement initiatives in Ambulatory and Ancillary Services. Supports/complies with data entry required to meet regulatory, legal and reimbursement standards. Maintains integrity of established data systems used to track volume/financial performance against target budget within ambulatory and ancillary departments.


• Conducts research and provides administrative support to project initiatives. Prepares presentations for projects for internal and external audiences, including the Board of Directors. Assists in the coordination of special events. Analyzes functional activities using various resource materials, power point, spreadsheet and graphics software.


• Coordinates and tracks workflow, schedules, projects, and committee decisions through the department or hospital to ensure paperwork is complete/appropriate, and follow-up services are provided in a timely fashion.


• Prepares a variety of materials including correspondence, confidential documents, policies, procedures, reports, charts, tables, graphs, etc. in accordance with department procedures and generally accepted administrative practices. Proofreads typed materials, makes corrections and recommends changes. Edits and makes photocopies as needed. Collates and assembles reports, documents and various materials.


• Composes correspondence on complex issues (including those of a highly confidential nature) on behalf of the Executive Office Staff.


• Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background materials.


• Receives and screens telephone calls and visitors. Independently handles substantive matters or refers callers to others as appropriate. Acts as an intermediary, interacting with officials, staff at all levels, and the public.

Company Description
We're making Maryland stronger!

With roots that go as far back as 1895, the UM Rehab & Ortho Institute continues to be a pioneer in orthopedics and neurological disorders. From bones to brains, our cutting-edge hospital heals even the most serious of injuries, specializing in everything from total joint replacement to spinal cord injuries and neurological condition. In total, our 141-bed facility welcomes over 3,000 patients every year. As the state's largest provider of inpatient rehabilitation services, we offer some of the most advanced therapies for stroke, spinal cord injury, traumatic brain injury, orthopedic and sports injury, among many others.


Qualifications

• Completion of a high school level of course work with attainment of a high school diploma or a state High School Equivalency Certificate (GED) is required. An Associate's degree in secretarial science is preferred.


• Minimum of five years progressively responsible secretarial experience including executive level secretarial responsibilities in a business, professional office or health care environment, or equivalent, is required.


• Highly proficient knowledge of computer equipment and various graphics, word-processing and spreadsheet software packages and the use of various office equipment, such as the copier, computer, and FAX machine. Familiarity with medical terminology is preferred. Highly proficient filing, organizing and proper English usage skills are required.


• Demonstrated ability to type a minimum of 60 wpm is required. Proficient use of professional telephone etiquette is required. Proficient transcription skills from Dictaphone, bookkeeping and mathematical skills are required.


• Demonstrated resourcefulness in researching various documents and resources to problem-solve in handling telephone and in-person inquiries.


• Demonstrated ability to apply the University of Maryland Rehabilitation and Orthopaedic Institute (UMROI) guest relations skills of listening and courtesy, in providing information to and handling inquiries from patients, visitors, staff or other relevant parties.


• Ability to handle confidential issues with integrity and discretion is required.


• Highly effective verbal communication skills are necessary to work with multiple levels of management, executive and government personnel


• PC literate with high level of proficiency and usage in Microsoft Office Suite especially in programs such as Microsoft WORD, Excel, Power Point and Access. On a frequent basis, compose and build complex documents, spreadsheets, databases or Power Point presentations with minimal guidance or review from the incumbent's direct supervisor. Also possesses a high level of proficiency in efficiently utilizing the Internet to research various websites for information necessary to the operations of the department and its mission/professional focus. Excellent typing and data entry skills are required. Proficient transcription skills may be required dependent on the department in which the various incumbents are assigned.


• Models excellence in customer service behaviors. Identifies and acts on opportunities to respond to a wide variety of customer service groups including hospital staff, patients and their families, and external customers. Independently prevents service recovery issues through foresight of potential situations. If customer concerns or complaints do occur, initiates and pursues service recovery to the maximum extent possible with minimal guidance from the incumbent's direct supervisor.


• Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service. Verbal communication skills may include communicating with an interdisciplinary team, patients, and families. Effective writing skills are also required in order to take messages and maintain miscellaneous records, receipts, reports and logs. Familiarity with medical terminology is mandatory in the majority of departmental areas.

Additional Information
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