OFFICE ASSOCIATE II

Details

Posted : 22-May-24

Location : Birmingham, Alabama

Type : Full-time

Salary : Open

Internal Number : T216881

OFFICE ASSOCIATE II-(T216881)

Description

Under general supervision, performs standard clerical and administrative duties. Requires demonstrated knowledge of the fundamental concepts, practices and procedures of the secretarial function usually gained through formal education in secretarial science or secretarial experience.

Reads, prioritizes and routes incoming mail. Makes travel arrangements and reservations. Schedules appointments. Orders supplies, maintains databases and reports.

Assists with special projects. Drafts and types correspondence. May supervise other support personnel. May handle confidential information, dictation and transcription.

May verify insurance and process medical record requests.

Duties and Responsibilities :

• Support assigned faculty physicians (primary clinical area of NBHM)
• Duties include but not limited to : managing calendars, scheduling meetings, drafting agendas, taking meeting minutes, maintain faculty CVs, track time off requests (vacation and professional leave), etc.
• Assist in creation of faculty presentations as needed, as well as (pulling together / securing) references required for academic work Assist in creation of Newborn Hospital Medicine (NBHM) schedules for residents.
• Assists w / the development and revision of forms for the NBHM service.
• Maintains all forms for UAB Hospital Newborn Nursery faculty filing cabinet.
• Creates and revises forms as needed.
• Monitor and maintain adequate supplies for faculty operations and learner educational experiences in NBHM (ex. patient forms and handouts, physician work aids, etc.)
• Assist NBHM Medical Director with tracking of procedures monitored for review and OPPE of attendings.
• Coordinates and distributes monthly UAB Hospital Newborn Nursery resident email.
• Coordinates, creates and distributes UAB Hospital Newborn Nursery resident calendar, noting days assigned to clinic.
• Creates new folder / tracking sheets for incoming interns.
• Creates, maintains and distributes monthly Newborn Nursery attending calendar.
• Distributes monthly email to RNICU Residents.
• Maintains Folders / Documents on learning website for NBHM rotation.
• Ensures all Residents and Faculty complete required UAB Baby Friendly breastfeeding training within 6 months of date of hire.
• Sends Residents and Faculty reminders to complete NBN SCO forms (Monthly).
• Review Amion website for changes to residents RNICU, NBN, or PCC schedule and revise NBHM schedules as necessary.
• Creates individual monthly resident evaluations for NBHM Attending's in UAB Box.
• Uploads NBHM schedules to Box. Sends Housestaff office medhub schedule based off NBHM calendar for the month.
• Will support assigned division Med / Peds faculty physicians.
• Support Med / Peds section chief. Schedule monthly section lunches / socials, send calendar invites, draft agendas, take meeting minutes, coordinate space / food / set-up / take-down reimbursements.
• Manage calendar for meeting and speaking requests.
• Assist in grant management - progress reports, scheduling meetings for research and educational teams.
• Assist in Grand Rounds planning (1 week per year)- working with speaker on honorarium, reimbursements, travel / hotel arrangements, visit agenda.
• Assist in Recruitment activities of Med-Peds faculty as assigned by Administrative Supervisor or Division Director duties may or may not include : organizing CV, creating agenda for interview days, facilitating schedule of interviews across Medicine and Pediatrics, scheduling meals and invites for recruitment events.
• Organize and maintain UpToDate materials related to promotion tenure, benefits, CME across Internal Medicine and Pediatrics as faculty resource.
• Act as a communication liaison and special events planner for Med / Peds faculty events.
• Assist in survey creation to poll / survey faculty regarding strengths, weaknesses, opportunities, threats (SWOT) of the section yearly.
• Will answer, triage, and redirect office phone lines and faxes as appropriate.
• Cross train for time sensitive tasks of co-workers to cover during absences.
• Assist with processes related to the closure of Adoption Clinic
• Perform other duties as assigned

Qualifications

High School diploma or GED and five (5) years of related experience required.

Primary Location

University

Job Category

Clerical & Administrative

Organization

311652400 Ped - General Pediatrics

Employee Status

Regular Shift : Day / 1st Shift Work Arrangement (final schedule to be determined by the department / hiring manager) : Onsite