If you are interested in applying for this position, please email surg.humanresources@brownphysicians.org  or call 401-453-9623. 

Administrative Assistant

University Surgical Associates, Rhode Island’s largest multidisciplinary surgical group, is seeking an Administrative Assistant to support and coordinate the day-to-day administrative activities for four physicians within the practice. 

The Administrative Assistant is responsible for calendar management, dictation, assigned projects, assisting surgical education programs as needed, and meeting coordination. They will be offered generous employment benefits including health, dental, and life insurance; paid time off; and employer-paid pension contributions, in addition to a competitive annual salary. 


Their primary duty is the management of the surgeons’ schedules to ensure scheduling accuracy and equable flow for teaching, administrative and patient care; call schedules; and coordination of ATLS (Advanced Trauma Life Support) / ASSET (Advanced Surgical Skills for Exposure in Trauma) courses. The Administrative Assistant functions with primary accountability to the office manager.

Duties Include:

Answering and screening all telephone calls for designated physicians, refers calls to the appropriate person by taking clear and concise messages and assures responses to all messages.

*Collecting availability requests from all attending(s) for call schedules in a timely manner and maintains a cumulative report of the number of night/weekend/holiday calls each attending is covering.
Posting the call schedule assignments onto the intranet (web) including changes that occur throughout the month.
•Calculating the monthly stipends for all attending(s) that cover trauma and Women & Infants call for payroll submission.
Submitting travel requests for approval, makes reservations, and creates travel itinerary for assigned physicians, while coordinating meetings; maintains conference schedules, call coverage, and travel.
Processing check requests for reimbursements, journals, membership dues, licensing, travel, etc. for assigned physicians
Maintaining a spreadsheet listing all CME credits obtained and updating the physicians' CVs.
Coordinating hospital reappointment/CAQH for Rhode Island Hospital, Women & Infants, and affiliated hospitals.
Ensuring completion of Medicare Time Reports.
Assisting with research IRB submissions, prints needed publications and updates databases.
Preparing brochures and posts yearly courses on the American College of Surgeons and other related web sites.
Reserving rooms, caterers, ordering materials, coordinating faculty assignments and anything related to course preparation of ATLS/ASSET coordination.
Preparing all paperwork for the ATLS/ASSET courses to include skills stations, patient scenarios, testing, evaluation forms for instructor candidates and schedules.
Registering students, collecting payment, and mailing ATLS/ASSET course materials with instructions.
Grading ATLS/ASSET course tests and scheduling any needed make up tests.
Preparing honorariums, letters, CMEs, and all correspondence to faculty, clinical coordinators, models, nurses, and students involved in ATLS/ASSET course.
Managing financial account and mailing 1099 tax form at the end of year for ATLS/ASSET course.
Running teaching status reports to ensure instructors meet all requirements to keep instructor status for ATLS/ASSET course including the mailing memos letting them know their status.
Responsible for any other duties, including covering other administrative secretaries, as may be assigned by the manager.

Job Qualifications:
Graduate of an accredited secretarial school or college
Three to five years’ experience in a medical and/or administrative office setting
Ability to represent the organization and serve the department of surgery in a professional manner and promote a positive image of the organization and its services
Computer proficiency in Microsoft Office and database development/maintenance
Ability to type at least 45 WPM
EMR and meaningful use experience are required
Knowledge of or ability to learn HIPPA laws and regulations
Attention to detail through proofreading, editing, and typing accuracy
Ability to independently meet strict deadlines
Medical knowledge not required

Job Type:
Full time

Monday - Friday, 8:30 AM - 5:00 PM.

Salary grade:
Dependent on experience and qualifications

Travel required?

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