Executive Assistant
Job Description
Career Summary
Using sound judgment and initiative, provides direct support for the department Faculty and Management including Physician Assistants and ARNP’s.
Reports directly to the immediate manager for the specific practice or outpatient department. Applies organizational skills to perform a variety of Executive Assistant duties.
Prioritizes heavy work volume in a fast paced environment, handling difficult or critical situations.
Essential Functions
Set up zoom meetings and agenda (if needed) for department and / or various faculty meetings, send out invite to participants.
Record and transcribe minutes from meetings. Provide a draft copy to respective faculty or medical director to review and make any changes or edits as deemed necessary for approval within one week of each meeting.
Place food orders if needed or requested for department meetings.
Ensure all appointments, meetings, mandatory training, conferences are set-up (if needed) and noted on respective faculty calendars.
Remind faculty in sufficient time and prior to actual event. Remind assigned faculty of any scheduling conflicts should they occur as well as ensure all their assigned mandatory training is completed before deadline.
Answer phones, screen calls and give respective faculty messages if they are unavailable or out of the office. Notify them of any urgent or critical matter via telephone or in person.
Cover front desk / receptionist area as needed. Greet visitors, guests, vendors and other individuals in a prompt, timely, professional and courteous manner.
Assist with routing to correct area and / or person they want to visit or have an appointment with.
Type correspondence, ensure accuracy in formatting, spelling and correct grammar usage and sentence structure. Proofread thoroughly before giving to faculty to review and sign;
mail, scan / e-mail or fax according to faculty preference, and make a file copy.
- Submit check requests in CORCENTRIC for faculty reimbursements to include travel arrangement (airline, hotel registration, parking (if applicable);
- membership dues, online CME classes, virtual conference registration fees, etc. in a timely manner. Submit with supporting documentation to include receipts, brochure info pertaining to the event;
online registration receipts.
- Assist with bi-weekly payroll submission each payroll period, if assigned as well as maintain and update spreadsheets, files and databases when needed.
- Review respective faculty CVs monthly for updates, additions, scholarly activities information and submit to Research Director or designee.
- Monitor and manage time in KRONOS on a weekly basis. Submit PTO and other leave requests in a timely manner to manager or director for approval and input as needed.
Submit employee time adjustment form if needed to manager for approval. Get prior approval to work overtime.
- Provide assistance to co-workers with special projects when assigned or requested by manager or director and cross train with other employees in department and fill in in the interim if needed.
- Remind faculty when DEA and Medical license are due for renewal and other certifications that may expire and all other duties as assigned or deemed necessary by manager or director.
Temperament
Adhere to company policies and procedures, demonstrate the core values and Hospitality behaviors, resolve conflict through open, honest, professional communication, demonstrate positive and enthusiastic attitude, keep supervisor and leadership apprised of issues, and seek opportunities to recognize others.
Job Requirements
SKILLS, QUALIFICATIONS, AND REQUIRED EXPERIENCE
Skills, Knowledge, Abilities
Organization / Prioritization
Ability to effectively work under pressure in order to meet deadlines.
Professionalism
Demonstrated ability to be fair minded and objective.
Organization / Prioritization
Possesses critical thinking, prioritization, and organizational skills.
Computers / Technology
Computer literate with proficiency in Microsoft Office (Outlook, Word, Excel, Access, and Power Point) and Adobe Acrobat.
Communication
Ability to communicate effectively and courteously, both orally and in writing.
Critical Thinking / Sound Judgement
Capacity to think independently and exercise sound judgment.
Organization / Prioritization
- Ability to organize and prioritize assignments to work independently as well as a collaborative team member.
- Ability to schedule
- Ability to schedule and set-up online meetings using software like Zoom and Skype.
Professionalism
Strong interpersonal and communication skills with the ability to work efficiently with a wide range of constituencies in a diverse community.
Experience
3 years Administrative assistant experience required
3 years Executive Assistant Healthcare or related experience preferred
Education and Certifications
High school diploma or GED equivalent required
Associate’s degree in business administration or similar field preferred.
Administrative Assistant
Job Description
Scope of the Job
Provides a wide variety of administrative and staff support services to an organizational unit. May assist in budget preparation and control activities.
May assist in the preparation and control of records, statistics and reports regarding operations, personnel changes, etc.
Administers programs, projects and / or processes specific to the operating unit served. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities and operations.
Essential Functions
- Coordinates and arranges travel; process requests for reimbursement as assigned.
- Prepares submits and logs check requests and purchase orders. Assists in budget monitoring through documentation of files and preparation of reports.
- Coordinates physician billing and works closely with Business Management Group.
- Maintains physician files / roster / calendars, schedules and arranges meetings, attends division meetings and takes minutes as needed.
Maintains electronic and hard copy files.
- Organizes office operations and procedures to ensure flow of communication among faculty and staff located in Jacksonville, Gainesville, and various medical facilities.
- Maintains electronic and hard copy files.
- Prepares weekly monthly call schedule.
- Maintains inventory of equipment and office supplies.
Job Requirements
Temperament
Must be able to perform under stress when confronted with emergency, critical, or unusual situations. Must be capable of dealing with periodic cyclical workload pressures and levels of responsibility.
Required to make independent judgments without supervision. Must be able to make generalizations, evaluations, or decisions based on sensory or judgmental criteria.
Must have the adaptability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.
Requires the ability to work with people beyond giving and receiving instructions.
SKILLS, QUALIFICATIONS, AND REQUIRED EXPERIENCE
Skills
Communication
Ability to communicate effectively and courteously, both orally and in writing.
Clerical
Ability to establish and manage a complex filing system in order to locate files, correspondence and other relevant records.
Organization / Prioritization
Ability to organize and prioritize assignments to work independently as well as a collaborative team member.
Organization / Prioritization
Ability to organize and prioritize assignments to work independently as well as a collaborative team member.
MS Office
Proficient in use of a Windows OS computer and MS office suite including word processing, spreadsheets and Outlook.
Customer Service
Ability to provide dynamic customer service using various techniques including positive language, calming presence, attentiveness, clear communication, and patience.
Experience
Minimum two years experience working in office environment; healthcare setting preferred but not required.
Experience in relevant position may be substituted for education on a year to year equivalency basis
Education and Certifications
High school diploma or GED equivalent required
Associates degree preferred.
UFJPI is an Equal Opportunity Institution
of Hires Needed 1
Medical Assistant
Job Description
Job Scope
A professional multi-skilled person dedicated to assisting in all aspects of medical practice including administrative and clinical procedures under the direct supervision and responsibility of a licensed physician.
In accordance with Florida State Regulations, a Medical Assistant can perform the following duties under the direct supervision and responsibility of a licensed physician :
Essential Functions
The essential functions are the primary dimensions for performance review.
Maintain patient privacy.
Perform aseptic procedures.
Take patient’s vital signs.
Prepare patients for the provider’s care.
Perform venipunctures and administer routine, non-controlled medications.
Correctly document all entries in the medical record, either electronic or hard copy, to include signature, date and time.
Perform all assigned electronic medical record functions, to include responding to and handling Allscripts tasks, as directed.
Administer medication as directed by and under the direct supervision of licensed physician.
Observe and report patients’ signs or symptoms.
Administer basic first aid.
Assist with patient examinations or treatments.
Operate office medical equipment.
Collect routine laboratory specimens as directed by the provider.
Perform basic laboratory procedures.
Clerical Duties : Depending on Department / Clinic needs, duties may occasionally include : scheduling patient appointments, obtaining necessary signatures and documentation as well as appropriate demographic and financial information, maintain medical records, announce the arrival of patients, answer incoming telephone calls, serve as liaison between patients, nurses, physicians and others, and provide excellent customer service.
Use computer software systems, such as Electronic Medical Record, Medical Necessity, Ancillary Test Results, etc.
Age of Patients : All Ages Adult Only Pediatrics Only
Secondary Functions
Adhere to all regulatory requirements such as JCAHO, CLIA, HIPAA, etc.
Job Requirements
Temperament
Must be able to perform under stress when confronted with emergency, critical, or unusual situations.
Must be capable of dealing with periodic cyclical workload pressures and levels of responsibility.
Required to make independent judgments without supervision.
Must be able to make generalizations, evaluations, or decisions based on sensory or judgmental criteria.
Must have the adaptability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.
Requires the ability to work with people beyond giving and receiving instructions.
Skills Ability to communicate both orally and in writing. Ability to prioritize work and handle multiple tasks. Knowledge of ambulatory health care or related health care fields.
Skilled in conflict resolution.
Must be detail oriented; Basic computer literacy and arithmetic skills.
Basic clinical competencies.
Experience
Prefer at least one-year Medical Assistant experience.
Education & Certifications
High school diploma or GED equivalent required.Graduation from approved Medical Assistant program.Graduation from approved EMT military Emergency Medical Technician school may be substituted.
ICD-9 and CPT coding preferred.Completion of a standard terminology course would be helpful, but not required.Nationally Certified as a Register Medical Assistant.Current BLS Certification.
UFJPI is an Equal Opportunity Institution
of Hires Needed 1