Vanderbilt University Medical Center Office Assistant IV - Gastroenterology in Nashville, Tennessee

Division of Gastroenterology, Hepatology and Nutrition has an open position of Office Assistant IV who will be an integral part of GI clinical provider support team. As a member of GI clinical provider support team, this team player will 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 team leader with handling of a variety of office management responsibilities. The Division of Gastroenterology, Hepatology and Nutrition is the home of 120 employees who thrive every day for patient care, research, and medical education. We especially pride ourselves in offering safe, timely, effective, efficient, and patient-centered care services. We work as a winning team together, pursuing a fun and friendly workplace, and offer growth opportunity within the Division and at the Vanderbilt University Medical Center. If you are a person who has the great sense of professionalism, ownership, and work ethics, we strongly encourage you to apply.

Key Functions and Expected Performances:

  1. Performs administrative office duties

a. Maintains a thorough knowledge of policies and procedures

b. Monitors expenses against budget and report status, reconciles budget and/or grant expenses/revenues to ledger sheets, researches and resolves discrepancies

c. Prepares grants for submission. Prepares forms such as personnel, purchasing and payroll

d. Audits time records for accuracy and maintains accurate records to document activities of the work unit

e. Recommends/defines & documents office processes (filing systems, office procedures, and workflow) including maintaining the SOP

f. Provide support to research which may include web and library research, manuscript composition/development. Compile data and summarize findings

g. Develops spreadsheets/databases to include gathering appropriate information.

h. Creates and runs database queries and reports and updates database as necessary.

i. Coordinates special projects (e.g., seminars, mass mailings), which may include preparing presentations using a variety of formats (presentation software, etc).

j. Tracks usage of department supplies

k. Creates and maintains mediums of communication

  1. Maintains appointment calendar and schedules meetings

a. Maintains calendar for department and/or supervisor

b. Schedules appointments, meetings, and conferences involving multiple participants

c. Schedules conference rooms for meetings

d. May instruct in processes relating to schedules, classes, and/or grades

e. Schedules as requested based on priority and deadlines

  1. Answers telephone, takes accurate messages, and routes calls to appropriate extension

a. Answers multi-line telephone; screens and directs caller to the appropriate party

b. Independently responds to more complex inquiries based on synthesis/inference of office activities/policies/ procedures, requiring considerable judgment and tact

c. Takes accurate message if the party is absent and delivers within 5 minutes of call

d. Messages should be accurate and include caller's name (correctly spelled), organization, date, time, return phone number and reason for calling

e. Provides professional phone courtesy

  1. Transcribes dictation from notes, rough drafts and/or transcription equipment

a. Transcribes documents to include specialized knowledge of terminology or language specific to area or discipline.

b. Checks assignments for appropriate spelling/grammar/technical usage before submission.

  1. Processes Incoming and Outgoing Mail

a. Delivers mail to the appropriate location as defined by department

b. Sorts and routes incoming mail within 30 minutes of receipt

c. Mails statements, receipts, requisitions and letters

d. Identifies items requiring immediate or personal attention

e. Handles and distributes mail in an efficient and timely manner

  1. May include responsibility for clinical support

a. 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

b. Communicates with nurse/physician when necessary to obtain directions for patients

c. Serves as a liaison between Vanderbilt University practice and referring physicians

d. Collects patient information, schedules patient appointments, maintains charts and files, precertification/recertification authorizations

e. Obtains transmittal sheets daily for scheduled patients. Picks up x-rays, charts, medical records, reports, petty cash, and clinic cards

f. Distributes appointment system reports daily for scheduled patients

g. Accurately checks-in patients using automated scheduling system. Accurately updates patient information in the system (by verifying address, employment and insurance information)

h. Explains registration and scheduling procedures to new patients.

i. Schedules special tests and procedures. Accurately completes test/procedure requisitions.

j. Provides support to legal deposition process

Job requires High school graduate or GED and 3 years of experience or the equivalent.

Job Administrative and Clerical Support

Organization: GI Medicine 104355

Title: Office Assistant IV - Gastroenterology

Location: TN-Nashville-The Vanderbilt Clinic (TVC)

Requisition ID: 1611916