Job Title Job Title Medical Administrative Assistant Medical
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Job Title: Medical Administrative Assistant Position Summary This position is responsible for providing professional and confidential administrative support to Critical Care Director. A genuine love of and respect of all animals, as well as a belief in the human-animal bond are essential. Essential Duties Prepare presentations, special reports, letters, memos, forms, meeting minutes, and other clerical duties. Proofread copy for spelling, grammar, layout, accuracy, and clarity. Research information as necessary to complete assignments. Prepare and post intern schedules. Work with specialists (internal and external) to arrange specialty rotations. Prepare and post DVM schedules. Contact relief DVMs to fill open shifts. Coordinate schedule with DVM lead. Prepare and post specialist schedules. Maintain electronic DVM vacation calendar. Code invoices and expense reports for Specialists and DVM staff and ensure expenses are within budget guidelines. Plan and organize activities such as hospital staff interviews/dinners, activities, events, and travel. Organize Third Thursday Rounds (including scheduling, catering, setup, cleanup, CE certificates). Schedule and coordinate externships to include assisting with housing and transportation needs. Greet, orient, and introduce externs upon their arrival. Maintain electronic extern calendar and work with Externship Director to ensure externship program runs smoothly. Ensure that all DVM timesheets are approved and submitted to payroll. Manage DVM bonus point chart. Maintain medical journals – file, organize and ensure subscriptions are current. Maintain electronic surgery log Assist the Critical Care Director in the management of her schedule, sort and organize mail for CCD, and assist in responding to CCD’s emails and phone calls and organize and manage electronic and hard files for CCD. Handle confidential and non-routine information discreetly. Schedule, organize and attend DVM and other meetings as requested. Take minutes and produce agendas and minutes, write-up and distribute. Work independently and within a team on special and nonrecurring and ongoing projects. Act as a liaison with others in the organization and with outside agencies. Case audits – maintain ongoing spreadsheet listing missed/over charges Maintain S drive – update forms, protocols, and documents as needed. Coordinate with Facilities Manager and Executive Assistant Position Qualifications Knowledge, Skills and Abilities Must be proficient in veterinary medical terminology. Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through one or more years related experience. Excellent verbal and written communication skills required. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy. Must be able to interact and communicate with individuals at all levels of the organization. Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. Must be proficient in a variety of computer software applications to include MS Word, Excel, and PowerPoint; Cornerstone knowledge highly preferred. Moderate analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work. Education and Experience High school diploma or equivalent with one or more years of general administrative experience required and one or more years experience in a veterinary or human hospital. AA/BA/BS degree and knowledge of medical terminology highly preferred. Any satisfactory equivalent combination of experience and training may substitute for the above. Compensation & Benefits This is a full-time benefited position. Salary is commensurate with experience. DoveLewis offers an excellent benefits package including medical, dental, short-term and long-term disability insurance, life insurance, paid vacation and sick time, retirement, and veterinary discounts. Apply To Apply Fill out an online application and attach resume and cover letter or fax to 971.255.4921 attention HR or email to firstname.lastname@example.org.