TITLE: Staff Assistant
POSITION INFORMATION: Independently performs advanced-level administrative support duties as well as
special projects, report preparation, research, etc. to facilitate an administrative or academic staff member. May lead
or supervise administrative support/clerical staff.
REPRESENTATIVE DUTIES:
1.
Office Management. Assesses office procedures and makes necessary changes in order to improve office
functioning. May assist in personnel selection of the clerical staff. May assume responsibility for training,
assigning, and checking work of subordinates. Performs administrative and secretarial support duties.
Routes calls to appropriate personnel. Receives incoming calls for office personnel and records messages
or responds to caller with routing information. Serves as a contact person for other employees or the
outside public. Communicates with internal and external offices to obtain or share information. Schedules
patient appointments and various appointments for office personnel. Ensures administrative details are
completed. Makes travel arrangements.
2.
Project Coordination. Coordinates and carries out projects or assignments requiring initiative,
independent action and specialized knowledge or expertise. May include counseling students, event
planning, producing in-house publications, performing public relations functions, etc.
3.
Report Preparation. Independently develops original drafts of materials using specialized knowledge.
May assist physician in the preparation of reports or packets of information including insurance provider
information, etc.
4.
Information Distribution. Provides information or counseling to students, employees, or the outside
public. Independently responds to a variety of surveys, questionnaires and other requests for information.
May help distribute mail, newsletters to department.
5.
File Maintenance. Creates and maintains patient records, reports, and files. Maintains office files that
may be of a confidential nature such as personnel information and/or payroll files.
6.
Typing/ Correspondence. Types and proofreads letters, manuscripts, lectures, grant proposals, medical
information, etc. Transcribes, copies, and distributes patient notes and letters. Takes minutes at various
meetings. Reviews and responds to routine correspondence for the office personnel and sometimes in the
name of the supervisor or physician. Drafts replies to such correspondence with minimal instruction
7.
As Needed. Performs related duties as assigned or as required to successfully fulfill the function of the
position.
REQUIREMENTS:
Education: Bachelor’s degree in a related field
Experience:
Certifications/ Licenses:
Equivalent/ Substitution: 48 months of experience involving administrative, journalistic, or other related
specialized responsibilities may be substituted in lieu of a Bachelor’s degree
Preferred:
KNOWLEDGE/ SKILLS/ ABILITIES/ AND OTHER CHARACTERISTICS:
Job Code: 6003
EEO Category: 4B