Administrative Assistant
University of Maryland Medical System

Job Info

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Job Description
Under general direction, the Administrative Assistant provides comprehensive administrative and varied secretarial support to the Medical Staff Services Department, including the Director and/or Manager, as well as medical staff providers. This role is essential to supporting the efficient operation of the department by managing day-to-day administrative tasks, facilitating communications, and coordinating departmental activities. The Administrative Assistant acts as a key point of contact, delivering continuous and high-quality customer service that enhances provider satisfaction and supports a positive experience for all stakeholders.

Key Responsibilities:

• Administrative Support: Prepare, organize, and maintain departmental files, reports, and records; draft and edit correspondence; and manage departmental communications with accuracy, confidentiality, and a high level of attention to detail.
• Meeting Coordination: Schedule, coordinate, and prepare materials for meetings, ensuring all necessary documents are available for attendees. Completing meeting minutes accurately and distributing them promptly is essential to support ongoing team coordination and follow-up. Previous experience in meeting management, including familiarity with virtual meeting tools such as Webex Teams and Zoom, is required.
• Customer Service Excellence: Deliver optimal customer service through prompt responses to inquiries, proactive problem-solving, and positive interactions with medical staff, providers, and administration.
• Financial and Payment Processing: Process payments to providers and clinical practices across the system and community, requiring a high degree of numerical accuracy, attention to detail, and record-keeping. Ensure timely and accurate processing in alignment with departmental standards.
• Professional Rapport and Communication: Establish and maintain effective working relationships with medical staff, administration, and internal and external stakeholders, fostering collaboration and professionalism.
• Process Improvement: Identify opportunities for streamlining office functions, improving communication workflows, and optimizing administrative processes to support departmental efficiency and provider satisfaction.
• Provider Support: Assist providers with credentialing-related inquiries, document submissions, and other necessary steps in alignment with Medical Staff Services standards and policies.

Company Description
At University of Maryland Medical System, our values are the building blocks of the shared culture and common understanding that guide us in fulfilling our mission and vision as we provide Marylanders a better state of care.

University of Maryland Upper Chesapeake Health (UM UCH) offers the residents of northeastern Maryland an unparalleled combination of clinical expertise, leading-edge technology, and an exceptional patient experience.

A community-based, integrated, non-profit health system, our vision is to become the preferred, integrated health system creating the healthiest community in Maryland. We are dedicated to maintaining and improving the health of the people in our community through an integrated health delivery system that provides high quality care to all. Our commitment to service excellence is evident through a broad range of health care services, technologies and facilities. We work collaboratively with our community and other health organizations to serve as a resource for health promotion and education.

Today, UM UCH is the leading health care system and second largest private employer in Harford County. Our 3,500 team members and over 650 medical staff physicians serve residents of Harford County, eastern Baltimore County and western Cecil County.

Qualifications
Education & Training: High school diploma or equivalent required. AA degree in Secretarial Science preferred.

Work Orientation & Experience: A minimum of three (3) years' previous experience in an administrative role is required. Experience in an institutional healthcare setting preferred.

Skills & Abilities: a) Ability to take and transcribe meeting minutes accurately, previous experience in meeting management and taking minutes, with proficiency in virtual meeting tools such as Webex Teams and Zoom; b) computer literate in software applications to include Microsoft Word, Excel, Power Point, and Outlook c) excellent oral communication skills; d) effective communication and interpersonal skills, with the ability to build and maintain professional relationships; e) ability to prioritize work assignments and complete duties within prescribed timeframes; f) strong time-management skills, flexibility, and ability to adapt in a fast-paced environment; g) ability to use high degree of discretion in managing confidential information; h) ability to communicate in a clear, concise and professional manner; i) must have demonstrated critical thinking skills and the ability to exercise sound judgment within the scope of designated responsibility and authority; and j) strong numerical skills and accuracy, with experience processing payments or handling financial transactions.

Additional Information
All your information will be kept confidential according to EEO guidelines.

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