Clinical Admin Office Specialist III - Cardiology

UAB Medicine - Birmingham, AL

Full-time - Entry Level

Birmingham, AL

Ambulatory Health Care Services

About the position

The Clinical Admin Office Specialist III position at UAB Medicine involves providing comprehensive administrative support to department physicians and operational support to the assigned clinic or department. This role is crucial in ensuring the smooth functioning of the clinic by managing various administrative tasks under general supervision. The specialist will coordinate meetings, make travel arrangements, and serve as a liaison between different departments. The position requires a proactive approach to managing the supervisor's schedule, arranging meetings and conferences, and notifying attendees of any changes. Additionally, the specialist will handle the scheduling of grand rounds and other conferences where the physician is to speak, ensuring all necessary arrangements are made, including refreshments and special equipment as needed. The role also includes preparing and distributing correspondence, memos, reports, and similar documents, as well as transcribing dictation accurately. The specialist will oversee department records, filing systems, and libraries, and will be responsible for inventory management, ordering, stocking, and distributing supplies. The position requires a high level of organization and the ability to perform various duties that may change frequently without loss of efficiency or composure. The specialist must also maintain patient confidentiality and demonstrate empathy and compassion towards patients experiencing distress. Overall, this position is integral to the operational success of the clinic, requiring strong communication skills, the ability to work independently, and a commitment to customer service in a fast-paced healthcare environment.

Responsibilities

• Provide administrative support to department physicians and operational support to the assigned clinic/department.
• Coordinate meetings and make travel arrangements as requested.
• Prepare and distribute correspondence, memos, reports, and similar documents.
• Manage the supervisor's schedule, arranging meetings and notifying attendees of changes.
• Handle scheduling, ordering, and setting up for grand rounds and other conferences.
• Format journal articles to comply with practicing standards.
• Oversee department records, filing systems, and libraries.
• Inventory, order, stock, and distribute supplies.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent required.
• Four (4) years of progressive secretarial experience required.
• Typing speed of 50-60 words per minute accurately.
• Proficiency in a Windows and Microsoft environment required.
• Knowledge of basic math and bookkeeping skills required.
• Exceptional telephone and customer service skills required.
• Experience in scheduling patients and making appointments for patients with other departments/physicians required.

Nice-to-haves

• Experience in a clinical setting preferred.
• Business Office Education or similar coursework desired.
• Strong background in customer service and handling a large workload.

Benefits

• 100% tuition assistance
• Wellness initiatives
• Generous paid time off
• Paid parental leave
• Public Service Loan Forgiveness Program eligible employer