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Administrative Support Specialist - Breast Institute

Company: The University of Oklahoma
Location: Norman
Posted on: June 10, 2021

Job Description:

OU Health Physicians is Oklahoma's largest physician group and encompasses almost every adult and child specialty.

This position is located in the Breast Institute Clinic.

POSITION INFORMATION: Performs administrative support-oriented job duties; resolves a variety of support-related questions and problems; performs duties such as file maintenance, managing inventory, typing, preparing reports, conducting correspondence, distributing information, conducting research and computation, and managing office procedures; performs non-routine support duties.

REPRESENTATIVE DUTIES:

  • File Maintenance. Maintains office files that may be of a confidential nature such as examinations or personnel information. Maintains budgetary records.

  • Appointment Scheduling. Schedules various appointments for office personnel and ensures administrative details are completed. Makes travel arrangements.

  • Reception. Receives incoming calls for office personnel. Records messages or responds to caller with routine information. Refers caller to appropriate personnel. Serves as a contact person for other employees or the outside public.

  • Inventory Management. Monitors and orders supplies for the office and completes requisitions. Signs associate forms as authorized by the supervisor.

  • Typing. Types and proofreads letters, manuscripts, lectures grant proposals, medical information, etc. Performs simple data recording and may transcribe material.

  • Report Preparation. Prepares various reports such as office supply expenditures, student or resident rotation schedules, etc.

  • Correspondence. Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor. Drafts replies to such correspondence with minimal instruction.

  • Information Distribution. Distributes various forms of information to office personnel such as mail, or newsletters.

  • Research and Computation. Performs minor statistical and business research, and routine computations that require knowledge of mathematics.

  • Office Management. Assesses office procedures and makes necessary changes in order to improve office functioning. Assists in personnel selection of the clerical staff. May assume responsibility for training, assigning and checking work of subordinates.

  • As Needed. Performs related duties as assigned to successfully fulfill the function of the position.

Education: High School Diploma or GED

Experience: 12 months office, clerical or administrative support experience

Skills:

  • Working knowledge of office procedures

  • General office and customer service skills

  • Working knowledge of Microsoft Office Suite (Outlook, Excel, and Word)

  • Excellent interpersonal skills

  • Ability to work independently and as a team player

  • Ability to complete tasks in an efficient and timely manner

  • Must be detail oriented for accuracy of data and information

  • Ability to multitask, be organized, and self-motivated

  • Ability to work in stressful situations

  • Ability to communicate verbally and in writing

OU Health Hospitals and OU Health Physicians are merging into one clinical enterprise. This position will transition employment, along with existing staff to OU Health Physicians as of July 1, 2021.

Keywords: The University of Oklahoma, Norman , Administrative Support Specialist - Breast Institute, Other , Norman, Oklahoma

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