Administrative Assistant I

Rush University Medical Center is a not-for-profit, 664-bed academic medical center in Chicago. It is nationally and internationally known for many specialties of care, areas of research and its new medical hospital building, the Tower. Rush is consistently ranked among the nation’s top hospitals in U.S. News & World Report.

Administrative Assistant provides direct administrative and academic support to the Section Director and all physicians in the department, as well as supporting the Physician Assistants. The person who holds this position will be expected to exemplify the Rush mission, vision and values and act in accordance with Rush policies and procedures.

* Completes new hospital appointments and re-appointments accurately and in a timely manner * Accurately types correspondence letters, memos, reports, and meeting materials * Acts as the liaison for the all physicians and PAs in the relation to administrative and clinical issues. * Updates and maintains medical licenses, promotions, reference, CV's, grants, abstracts, etc. * Ensures that physicians review and signs off on all paperwork in a timely fashion, i.e. messages, re-appointments, clinical issues, etc. * Maintains referring physician directory for each provider- ensures that contact information is current. * Functions as a front line contact for calls and inquiries to the attending physicians. * Screens calls and determines urgency and importance, prioritizes inquiries and communicates information as requested. * Responsible for ordering clerical supplies for the section as well as maintaining inventory. * Assists with other projects as assigned by the Operations Manager. * Maintains accurate and up to date personal and surgical schedule for all physicians. * Schedules meetings independently and responsibly. * Keeps the physician informed of upcoming appointments or changes and provides details as requested. * Communicates effectively with the attending regarding schedule conflicts and maintains accurate and orderly schedule * Confirms surgical cases and meetings before sending physician schedule. * Types manuscripts accurately, acceptable for publication, utilizing required format for journal publications. * Transcribes general correspondence and abstracts for various meetings. * Acts as a liaison between co-authors and physicians to ensure deadlines are met for publication. * Responsible for submitting drafts and making corrections as needed to all authors involved via e-mail with attachments, messenger service (if local) or Federal Express * Types and proof reads manuscripts, grants, typing and submitting abstracts for meetings, * Creates and updates week-end on call schedule and provides to appropriate staff to include residents and Gyn/Onc physicians. * Schedules travel plans and registrations for outside meetings and conferences for the physicians. * Completes travel authorization forms appropriately and according to policy, obtaining necessary signatures and following through for finalization. . * Facilitates process for expense reimbursement including up to actual receipt of checks. * Coordinates activities involved with physician having coverage when away from the clinic, i.e., contacting the answering service, informing those in the clinic and other physicians in Gyn/Onc. * Plans details for both on and off-site meetings, and arrange for audio/visual equipment and supplies at meeting as needed. * Types and sends correspondence and follow-up letters to referring physicians, to include preparing and sending discharge summaries

* High School Diploma required. Associates degree preferred. * Three years plus medical secretarial experience, with the ability to transcribe and edit various medical reports accurately and independently. * Must have excellent computer skills, proficient in Microsoft Word, Excel, Power Point and Typing speed of 50-60 WPM * Must have excellent organizational skills and the ability to prioritize and multitask. * Strong professionalism and the ability to react calmly and effectively in stressful situations. * Self-motivated and takes initiative. * High degree of accuracy in data input and other written communication is required.