Administrative Assistant II - Pathology

Employment Type

• Full time
• Shift:
• Day
• Shift
• Description: POSITION PURPOSE Under the general supervision of the assigned Section Manager, the Pathology Administrative Assistant II is responsible for duties including, but not limited to, producing reports and correspondence for continuation of patient care, communication between other Trinity Health Ministries and outside institutions, preparation of pathology material for additional testing and/or continuation of care, and preparation of material and/or reports for educational purposes. The pathology administrative assistant II uses discretion and judgment when screening important visitors and telephone calls, relaying confidential and highly sensitive information, and when planning and organizing workload. Coordinates, trains and checks the work of other clerical staff. Provides continuous support and assistance to all pathologists, laboratory administrators, and the Anatomic Pathology manager. Participates in the performance of laboratory procedures that fall within the range of the section. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Monitors all investigative work required to produce pathology materials for consultants, tumor board, legal matters, patient/physician requests, and responsible for maintenance of records for such requests. Handles all legal requests including maintaining logs and materials for future send-out. Responsible for correspondence including telephone calls, paging set up, email assistance, reading incoming correspondence (i.e., reports, consultations, etc), and screening items that can be routinely handled vs. need special attention. Coordinate pathologist and management events when applicable (tumor board, meetings, conferences, etc.) including scheduling, preparing agendas, providing necessary pathology materials, and any follow up activities. Maintain calendars and schedules of supported personnel. Assist pathologists and management with any College of American Pathology (CAP) paperwork, inspections, etc. Responsible for correspondence between pathology office staff, patients/clients, and pathologists/lab administrators, including telephone calls, paging set-up, reading incoming correspondence (reports, consultations, etc.) and screening items that can be handled routinely versus requiring special attention. Maintains good rapport and cooperative relationships. Approaches conflict in a constructive manner. Helps to identify problems, offer solutions, and participate in their resolution. Maintains the confidentiality of information acquired pertaining to patient, physicians, colleagues, and visitors to Trinity Health Ann Arbor. REQUIRED SKILLS AND ABILITIES 1. Thorough knowledge of departmental operations and hospital policies and procedures. 2. Proficient with at least one word processing package, one spreadsheet software package, one database management program and one graphics package. 3. Accurate typing, data entry and transcription skills. Accurate spelling and grammar, proofreading and editing skills. Strong attention to detail. Knowledge of medical terminology for transcription. 4. Written communication skills to compose letters, memos, minutes and reports. 5. Telephone skills and ability to operate office equipment such as personal computers, copiers, fax machines and printers. 6. Able to exercise independent judgment to set work priorities, screen and prioritize calls and visitors appropriately, handle administrative details on behalf of manager, and work with minimal supervision. 7. Interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other organizational personnel, in order to relay and obtain information. Considerable tact and discretion for dealing with sensitive and confidential information, and for frequent interactions with high level contacts inside and outside the organization. 8. Analytical skills to gather and summarize data from multiple sources, calculate statistical figures, analyze results and draft narrative reports. 9. Organizational skills to prioritize multiple tasks, meet deadlines, and adapt quickly to changes and interruptions.