sr secretarial assistant resume example

• Schedule Individual Quarterly Meetings with Director and Clinical & Research Faculty
• Schedule Director's appointments
• Manage Director's Calendar
• Manage Director's Travel Domestic & Foreign
• Schedule appointments for guest speakers with faculty
• Manage notices for seminars and weekly Grand Rounds
• Maintain monthly attending schedule for Teaching, AO and ER services
• Manage Annual Fellows Dinner/Poster presentation
• Manage Reimbursement, travel, honorarium, check request
• Set-up faculty and staff to use shared facility management program
• Fellowship director with material for IDSA Fellowship Program
• Divisional Administrator with EPAF's, ICIMS, Time Cards
• Faculty with IRB Submission on PATS/IRIS
• Purchasing Clerk with Orders, follow-up and invoices
• Grants, Fellowship
• Fellowship interviews
• Faculty member with check requests, wire transfers, reconciliation of expenditures
• Responded to inquiries from callers seeClaire information
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• Schedule appointments; for screenings, evaluations and follow-up visits for all professionals in Unit, and transcribe those visits into Global.
• Input and maintain primary diagnosis and Unit Case Manager in computerized patient management, billing and EHR system, presently GHiS, as well as perform data entry.
• Process all patient referrals; as directed by Unit Director
• Request medical and educational information; from hospitals, schools and agencies
• Coordinate flow of evaluations and follow-ups
• Contact with families and outside agencies - explaining clinical procedures and services
• Reminding parents (48 hours prior to clinic) of scheduled appointments and following up on failed appointments
• Schedule and prepare for Team Conferences; Attend team conferences; Record diagnoses to be transcribed into Global; Record dispositions at conference
• Prepare, update and maintain charts; for Unit in coordination with other unit secretary
• Coordinate daily activities with other secretary as dictated by clinical needs
• Develop, filing, follow-up, record systems; maintain and keep records
• Various routine typing; translation and clerical responsibilities as dictated by clinical needs
• Provide cross coverage of phones, voicemail, etc., during vacation, personal and unplanned absences of other clerical personnel
• Order supplies when needed
• Perform other related duties as assigned
• Handled daily scheduling tasks and provided administrative support for entire department
• Answered multi-line phone system and enthusiastically greeted callers
• Responded to emails and other correspondence to facilitate communication and enhance business processes

Position eliminated due to lack of university funding

• Managed and oversaw each student's participation and compliance with program ensuring that all requirements are met on ongoing basis
• Assisted in developing and maintaining website
• Assisted in management of medical student global health fellowship program-maintain and added to student data base, maintained website, maintained open communication with students, helped organize student/faculty events
• Scheduled required pre-departure lecture series for students
• Maintained financial records for student global health fellowships
• Coordinated faculty meetings, global health fellowship committee meetings
• Researched potential new sites for global health fellowship programs
• Managed global health fellowship application process, prepare applications for review.
• Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests

Secretarial Responsibilities for OB/GYN Administration 04/07-12/13

• Provide backup support to the Chairman of the department of Obs& Gyn and Women’s Health
• Provide backup support to Sr. Administrator and several other Administrators of department as needed

· Work closely with the office coordinator on annual departmental seminar, titled ”Autumn In New York”

· Provide back up for Office Coordinator

· Assist Residency program with interview process annually

· Process travel and business expense reimbursements

· Work closely with faculty members concerning administrative duties as needed

· Create basic excel charts to organize work flow

· Manage and follow up on departmental work orders

· Act as liaison to ITS obtaining help desk service tickets

· Provide phone support for several Administrators in the department

· Provide information to callers regarding standard procedures and place outgoing calls utilizing professional etiquette when handling inquires with Montefiore 800 number.

· Order office supplies for office and distribute

· Create bio-sketches from Curriculum Vitae (CV)

· Create surveys using survey monkey for the Associate Dean of Diversity Mentoring

• Coordinate and maintain weekly attendance with fellowship fellow school

Secretarial Responsibilities for OB/GYN Fellowship Programs

· Provide Administrative support to the Medical Director of the division of Reproductive Endocrinology and Infertility

· Coordinate and oversee MFM interviews

· Responsible for coordinating the Reproductive Endocrinology and Infertility Fellowship Program

· Provide administrative support to the Division Administrator

· Accountable for organizing the director’s calendar

· Accountable for coordinating the director’s extensive travel calendar

· Processed the director’s travel reimbursements

· Worked closely with the division’s administrator on research proposals

· Coordinated the submission of grants and trials to sponsors, NIH, NYSDOH, Organizations, Pharmaceuticals

· Liaison between the REI practice and the academic office

• Responsible for coordinating Maternal Fetal Medicine Fellowship Program
• Report directly to Director of MFM Fellowship program

· Track duty hours for current MFM fellows using institutional database myevaluations.com

· Add rank order list to NRMP, make sure active quota is update, and follow up with Match Day

· Act as liaison between ABOG and program director as needed

· Update, prepare and submit all ABOG applications and annual reports for fellowship program

• Developed criteria for test orders and trained staff regarding data acquisition methods and escalation protocol