Full Time 40 hours Grade 009 ED Admin. Support Schedule 8 AM-5 PM Responsibilities General Purpose: With latitude for initiative and independent, mature judgment, candidates for this position must be self-directed with excellent critical thinking skills and able to gather and interpret information and prioritize related to the needs of Emergency Medicine clinical operations. Must be proficient in Microsoft applications, and have the ability to quickly learn various required software. This candidate must have superior interpersonal and organizational skills and must be sensitive to confidentiality. This position deals with a wide array of internal and external constituents, confidential matters, provides primary administrative support to the clinical operations of the Emergency Medicine department. This includes executive administrative support for our Toxicology director and division, coordination of ED equipment purchases, inventory and annual budget as well as oversight of non-clinical equipment in the Emergency Department to insure fully functioning systems and clinical needs are met, prioritizing competing demands, delegating matters as appropriate, and with minimal direction as back-up to administrative leadership. Candidate must have superior interpersonal and organizational skills and must be sensitive to confidentiality. Serve as liaison with ancillary departments with regard to day-to-day operations within the Emergency department clinical environment. This includes strong collaboration with Facilities, University IT, Information Systems Division and Accounts Payable Specific Responsibilities: Toxicology Division Provide senior administrative support and clinic management for the multi-provider Toxicology clinic, including all aspects of scheduling, registration, patient inquiries as well as identification, prioritization and management of confidential and sensitive matters. Provide administrative support for Toxicology division faculty including facilitation of internal and external trainees, travel arrangements related to national educational conferences for all members of Toxicology division, insuring all documents required by outside institutions as presenters, are provided. Administration of Capital equipment and Purchasing Prepare annual capital budget, collecting all necessary supporting documentation. Independently manage hospital ED capital acquisitions inclusive of quotes, preparing and processing appropriate paperwork, facilitating with purchasing and outside vendors, and coordinating delivery and implementation. Manage Purchase Orders for new acquisitions, routine services, transportation services and other essential to the operations of the ED. Maintain and monitor inventory of Emergency Department equipment. Dispose of and keep record of assets no longer in use. Works closely with University IT, Information Systems Division and the Xerox Copy Center to ensure equipment is functional. Prepare and submit annual space planning/equipment reconciliation reports. Operations Provide departmental administrative operational support for a large clinical unit with minimal guidance, navigating complex matters requiring immediate attention and resolution. Identify and recommend operational improvements to insure ED operational efficiency. Payroll Manage the timekeeping and attendance function for >60 staff, insuring staff are appropriately paid and attendance issues identified in a timely manner. Perform other duties as assigned. Requirements Two years of post-high school education in secretarial studies and at least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. OR an equivalent combination of education and experience. Demonstrate ability to work with minimum supervision and to direct program operations. Applicants must be well organized, detail-oriented, and possess strong interpersonal skills. Prefer proficiency in Microsoft Office, utilizing all of the programs within Microsoft (Excel, Word, Outlook, etc.) to work and communicate efficiently.
Internal Number: 1140144529
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