Vanderbilt University

Nashville, TN, 37230, USA

Job Title:
Office Assistant IV - Otolaryngology Job Type:
Full-Time Location:
Nashville, TN Position #:
00142890 Standard Hours:
40 Req#:
KCB16893 Department Name:
Otolaryngology Post Date:
11/02/2009 Job Description:
Perform administrative, secretarial and clerical services; which may include those of a detailed and confidential nature, may involve a substantial amount of complex detailed and technical work and assist administrator with handling of a variety of office management responsibilities. Function with a high degree of understanding of University policies and procedures. Position supports multiple Otolaryngology faculty. Minimum Requirements:
This position requires High school graduate or GED and a minimum of 36 months of relevant experience. Preferred Skills and Experiences:
* High level of organization and critical reasoning skills required. * Must take the initiative to improve or complete projects/processes. * Efficient communication skills are critical. * Must be proficient in Microsoft Office programs. Key Functions and Expected Performances:
Performs administrative office duties:
* Maintains a thorough knowledge of policies and procedures * Monitors expenses against budget and report status, reconciles budget and/or grant expenses/revenues to ledger sheets, researches and resolves discrepancies * Prepares grants for submission. Prepares forms such as personnel, purchasing and payroll * Audits time records for accuracy and maintains accurate records to document activities of the work unit * Recommends/defines & documents office processes (filing systems, office procedures, and workflow) including maintaining the SOP * Provide support to research which may include web and library research, manuscript composition / development. Compile data and summarize findings * Develops spreadsheets/databases to include gathering appropriate information. * Creates and runs database queries and reports and updates database as necessary. * Coordinates special projects (e.g., seminars, mass mailings), which may include preparing presentations using a variety of formats (presentation software, etc). * Tracks usage of department supplies * Creates and maintains mediums of communication Maintains appointment calendar and schedules meetings:
* Maintains calendar for department and/or supervisor * Schedules appointments, meetings, and conferences involving multiple participants * Schedules conference rooms for meetings * May instruct in processes relating to schedules, classes, and/or grades * Schedules as requested based on priority and deadlines Answers telephone, takes accurate messages, and routes calls to appropriate extension:
* Answers multi-line telephone; screens and directs caller to the appropriate party * Independently responds to more complex inquiries based on synthesis/inference of office activities/policies/ procedures, requiring considerable judgment and tact * Takes accurate message if the party is absent and delivers within 5 minutes of call * Messages should be accurate and include caller's name (correctly spelled), organization, date, time, return phone number and reason for calling * Provides professional phone courtesy Transcribes dictation from notes, rough drafts and/or transcription equipment:
* Transcribes documents to include specialized knowledge of terminology or language specific to area or discipline. * Checks assignments for appropriate spelling / grammar / technical usage before submission. Processes Incoming and Outgoing Mail:
* Delivers mail to the appropriate location as defined by department * Sorts and routes incoming mail within 30 minutes of receipt * Mails statements, receipts, requisitions and letters * Identifies items requiring immediate or personal attention * Handles and distributes mail in an efficient and timely manner May include responsibility for clinical support:
* Provides guest services to patients and families which may include validate parking tickets, pages for patient escorts, telephones for taxis, and instructs patients on locations of various departments * Communicates with nurse/physician when necessary to obtain directions for patients * Serves as a liaison between Vanderbilt University practice and referring physicians * Collects patient information, schedules patient appointments, maintains charts and files, precertification/recertification authorizations * Obtains transmittal sheets daily for scheduled patients. Picks up x-rays, charts, medical records, reports, petty cash, and clinic cards * Distributes appointment system reports daily for scheduled patients * Accurately checks-in patients using automated scheduling system. Accurately updates patient information in the system (by verifying address, employment and insurance information) * Explains registration and scheduling procedures to new patients. * Schedules special tests and procedures. Accurately completes test/procedure requisitions. * Provides support to legal deposition process Additional Information:
This is a full-time position (40 hours per week). Shift hours are 8:
00am until 5:
00pm; Monday thru Friday. Salary ranges from $10.10(min) - $13.46(mid) - $16.81(max) per hour; dependent upon years of education and experience. Background screens will be performed and education will be verified prior to employment. Please be prepared to provide required information and/or documentation. Vanderbilt is a smoke-free workplace in compliance with the Non-Smoker Protection Act, Tennessee Code Annotated 39-17-1801-1810. In accordance with that law and Vanderbilt policy, smoking is prohibited in all enclosed areas on Vanderbilt property. Interested applicants should apply by 11/07/2009 to be considered.

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