Sound Physicians

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Administrative Assistant

at Sound Physicians

Posted: 6/5/2019
Job Status: Full Time
Job Reference #: 48f96686-d73d-401f-acad-c2fd73c2a8bf
Keywords: office

Job Description

Sound Physicians is a physician-founded and led organization providing services across the acute episode of care – through emergency medicine, critical care, hospital medicine, population health, telemedicine and physician advisory services. Our clinicians and business colleagues are committed to improving outcomes for patients and hospitals through a proven performance management model. We strive to be the practice of choice for providers and the partner of choice for hospitals across the country. To learn more, visit: www.soundphysicians.com 

POSITION SUMMARY:

This position is responsible for partnering with the leaders of the respective team/s to provide administrative and operations support.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Coordinate meetings, conference calls, web presentations, and travel schedules while resolving scheduling and logistical conflicts
  • Facilitate clear, brief, and productive internal and external communication and correspondence, ensuring “asks” are clearly stated and appropriate stakeholders are brought into conversations
  • Manage calendars for leaders, ensuring enough time is allocated in between events as well as predicting additional work necessary and reaching out to leaders with suggestions
  • Arrange travel (airfare, hotel, ground transportation, etc.) exclusively through World Travel, Sound’s sole travel provider
  • Gather receipts to prepare accurate expense reports and reconcile month-end Sound credit card expenditures on a weekly basis
  • Prepare and revise PowerPoint presentations, word documents (i.e. meeting agendas, contract revisions, itineraries, etc.), mail merges, and excel spreadsheets as requested
  • Manage database/s of contacts (often in Outlook) for leader/s, ensuring the contacts are detailed, kept current and it is clear when each contact was last updated
  • Assist with facilitating communication between team members, seeking to fill communication gaps to ensure team members are on the same page, working toward the same goal/s
  • Attend calls/meetings to take minutes as requested
  • Assist Sound with administrative projects affecting your team and role, such as IT audits, Staples feedback, administrative responsibility assessments, etc. 
  • Vet information received around administrative changes at Sound (i.e. policy revisions, process changes, leadership changes, other team practices which may be beneficial, etc.) through the Director of Administrative Operations, prior to communicating the information back to your team
  • Provide event support through researching vendor costs, negotiating rates, arranging facilities as well as catering and assisting with materials for events (i.e. printing, name tags, gift bags, shipping, etc.)
  • Research and gather event cost estimates as well as estimates for charitable contributions, to gain the budget owners approval, and then, submit upcoming expenditures centrally for pre-authorization prior to incurring costs or submitting pledge contributions 
  • Act as the first point-of-contact for IT issues, facilitating initial troubleshooting and escalating to IT only once preliminary troubleshooting has been executed
  • General office work (faxing, scanning, mailings, hosting guests, document filing, data entry, order supplies & complete forms)
  • Cross-train with other administrative support colleagues on the team to ensure the majority of the administrative support needs can be met when fellow administrative support colleagues on the team are out of the office
  • Assist with arranging new colleague onboardings as requested
  • Complete additional special projects as assigned

 

SPECIAL KNOWLEDGE, SKILLS, ABILITIES, TRAINING, OR SPECIAL LICENSES/CERTIFICATIONS NEEDED TO PERFORM YOUR JOB

  • Online Research Skills - Ability to conduct online research, discerning the validity and relevance of online material
  • Interpersonal Skills - Strong interpersonal skills to handle sensitive situations and confidential information, exercising discretion and the ability to determine individuals who should be included in conversations
  • Sound Judgement - Position continually requires demonstrated poise, tact, diplomacy, and good judgment
  • Competency Working Independently - Ability to multi-task and prioritize workload in a fast-paced environment, operating independently under limited supervision
  • Time ManagementCapable of gauging time needed for tasks as well as the discipline and quick thinking needed to determine where to focus work efforts
  • Attention to Detail – Consistently produce high quality work with minimal to zero errors 
  • Adaptability – Ability to thrive in an environment with frequent changes
  • Work Wisely -  Possess the competence to assess the amount of work which should be invested in a task, based on the task’s value and yield    
  • Communication Skills - Excellent written and oral communication skills to be able to communicate with internal and external individuals at all levels of organizations  
  • Customer Service - Service oriented mentality towards both internal and external individuals
  • Resourceful Problem Solver - Creative and persistent problem solver, avoiding routine use of colleagues as a first-resource, and instead, quickly and independently research and seek solutions
  • Confidentiality - Able to handle confidential material in a reliable manner, exercising discretion
  • Software Proficiency – Proficient in Microsoft Office Suite, including intermediate Word, Excel, PowerPoint and Outlook
  • Technological Proficiency – Ability to perform basic IT troubleshooting without supervision
  • Administrative Proficiency - Excellent general office skills: computers, fax machines, printers, copiers, conference call set-up, scanners, mobile phone/email devices, organization skills, acting as a host for guests, etc.

 

EDUCATION / EXPERIENCE:

Education

Minimum:   High School degree or GED or equivalent experience

Preferred:   Bachelor’s Degree with focus in business management or healthcare

Experience

Minimum:   2 years general business administration experience in a fast-paced, professional setting

Preferred:  3-5 years business administration experience, working in a fast-paced environment, in the healthcare industry

 

OTHER PHYSICAL AND/OR SPECIAL REQUIREMENTS ABOUT YOUR JOB:

  • Sitting at desk for up to eight hours (w/ breaks)
  • Working on computer for up to eight hours (w/ breaks)
  • Occasional moving/lifting file boxes (up to 25 lbs.) with assistance or hand-truck
  • Personal automobile required for occasional local errands.

This job description reflects the present requirements of the position. As duties and responsibilities change and develop, the job description will be reviewed and subject to amendment.