Administrative Secretary - Renal Electrolyte and Hypertension Division

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Job Title: Administrative Secretary, Renal Electrolyte and Hypertension Division

Department: Med Dialysis

Location: Hospital of the University of Pennsylvania- 3400 Spruce St

Hours: Full Time Monday - Friday from 7:30am - 4:00pm

FLSA Status: Non-Exempt

General Summary Of Duties: This responsible position provides extensive administrative support for faculty members of the Renal Electrolyte and Hypertension Division. Under minimal supervision, this individual will need to use considerable judgement, creativity, and analysis in designing, interpreting and implementing procedures which emphasize expediency and responsiveness to effective decision making. This position is also responsible for maintaining physicians calendars, scheduling appointments, and scheduling meetings, coordinating academic conferences, and assisting with business correspondence. Maintains the highest degree of confidentiality in all matters relating to this position.

Supervision Received: Reports to the Division Program Manager

Essential Functions:

1. Provide secretarial duties to support the Renal Faculty.

• Support faculty calendars.
• Retrieve, screen, open and sort physicians' mail as well as other outside and intramural mail coming into the department.
• Preparing documents for mailing.
• Distribute incoming packages to their destination.
• Enter faculty schedules into Qgenda.
• Communicate faculty schedules to clinic leads for clinic adjustments and assist with rescheduling patients as needed.
• Organize and arrange meetings for faculty.
• Enter faculty reimbursement requests.
• Maintain and schedule meetings, conference calls, and reserve conference rooms.

1. Provide secretarial support for division academic conferences.

• Maintaining cleanliness and organization of the division's conference room space.
• Set up and break down conferences.
• Assist with obtaining and communicating CME credits for Renal Conferences
• Assist with the coordination, organization and planning of academic conferences and symposiums for the division.

1. Provide secretarial support to the Renal Fellowship Program

• Assist with the coordination fellow applicant interviews.
• Assist with applicant interview processes on interview days.
• Assist with onboarding new fellows (processing paperwork for the VA, occupational medicine, training licenses, ACLS certification, background checks, drug screening, benefits, parking, etc.)
• Process annual DaVita credentialing for second year fellows.
• Process training verifications for past fellows.
• Enter fellow reimbursement requests.
• Assist program director and work with the Fellowship Coordinator, as needed.

1. Receive and assist visitors, referring them to the appropriate individuals.

1. Gather, organize, and distribute materials for lectures and/or meetings.

1. Index and file correspondence, records, and reports

1. Assist in the care and maintenance of the office and office equipment.

1. Assist in monitoring current inventory to assure appropriate stock level for users and order supplies as needed.

Assist with setting up interviews and meetings as needed for division leadership.

1. Exercise considerable judgment, creativity and analysis in designing, interpreting, and implementing office procedures to maintain smooth, continuous operations of the office.

1. Maintain strict confidentiality.

Non-Essential Functions:

• Back-up to Renal staff as needed.
• Other duties as required by division leadership, staff, and faculty.

Education And Equivalent Experience

• H.S. Diploma/GED (Required)
• 3+ years Preferably in a healthcare setting

Requirements: Must be able to work independently; prioritize and organize work and have ability to meet simultaneous deadlines in a limited timeframe; manage time effectively and use good judgment; handle confidential materials; maintain excellent documentation.

Knowledge:

• Working knowledge of window-based computer system
• Knowledge of grammar and spelling
• Working Knowledge of Microsoft Teams
• Knowledge of basic arithmetic to make calculations, balance and reconcile figures, and make changes accurately.

Skills:

• Strong computer skills, including knowledge of software programs (Microsoft Office, Excel, Word, Outlook, Microsoft Teams, Zoom, Qgenda)
• Detail oriented
• Strong oral and written communication skills

Ability:

• Ability to deal effectively with diverse constituencies.
• Ability to work under pressure.
• Ability to learn new software programs.
• Ability to type 30-40 wpm.
• Ability to read, understand, and follow instructions.

Physical/Mental Demands: Work may require hand dexterity for office machine operation, stooping and bending to files and supplies, mobility to complete errands or deliveries, or sitting for extended periods of time. Manual dexterity for using a computer keyboard.

Environmental/Working Conditions: Must be able to work in a fast-paced environment with frequent interruptions. The incumbent is expected to comply with internal and external policies and procedures.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve. The job holder must demonstrate competencies applicable to the job position.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives. Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.