Administrative Assistant

Location: Washington, DC
Date Posted: 02-02-2018
Basic Functions:

The purpose of this position is to organize, plan, and coordinate all office/administrative duties of the department. 

Principal Accountabilities:
  • Coordinates and supervised the administrative functions within the Office of the Chairman, Department of Medicine. 
  • Drafts, reviews, and types a variety of correspondence, reports, financial statements, budgets and documents often of confidential matter. 
  • Establishes and supervises the maintenance of a filing system for correspondence and related management data; makes sure that revisions in the system will improve the operation and reflect organizational changes. 
  • Introduces work saving devices and systems in the office which is consistent with planned objectives and changes. 
  • Coordinates and schedules appointments, meetings, conferences, and travel itineraries. 
  • Gathers materials for use in the preparation of reports, meetings, presentations, and statements. 
  • Serves as a liaison between the Office of the Chairman, staff personnel, and departments within the hospital and university. Also answers inquires and complaints of patients and employees. 
  • Prepares various activity reports. 
  • Drafts and prepares correspondence and completes periodic special assignments involving coordination with other areas of the department, hospital, and university requiring analysis, evaluation, and the preparation of reports in the final form. 
  • Establishes and maintains a monitoring system of expenditures for the department. 
  • Serves as alternate departmental timekeeper.  Performs daily, biweekly, and related payroll time and attendance function for both hospital and university employees. 
  • Interfaces with faculty and staff to ensure that adequate supplies are available/requisitioned. 
  • Takes transcription and distributes minutes so several department-wide meetings, letters, and reports. 
  • Attends assigned meeting relating to the department and takes notes for dissemination of information. 
  • Receives, opens, reviews and logs the Chairman's incoming mail. 
  • Promotes adherence to Health Sciences Compliance Program, the Howard University Code of Ethics, and the Health Sciences Standards of Conduct. 
  • Attend to annual and periodic mandatory compliance training, including HIPPA Privacy training. 
  • Participate in activities that promote adherence to federal healthcare program requirements. 
  • Actively participate in Health Sciences Compliance Program Activities. 
  • Adhere to the requirements of Health Insurance Portability and Accountability Act (HIPAA) and the HIPPA Privacy Policies and Procedures.   
  • Maintain confidentiality of patients, families, and staff. 
Minimum Requirements:
  • Two (2) years of college/business school. 
  • Four (4) years secretarial experience. 
  • In lieu of two (2) years of college and four years of experience, six (6) years of progressively responsible experience in a secretarial/administrative capacity will substitute. 
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