Administrative Assistant I (Hybrid) - Anesthesiology

About this role

Location SAINT LOUIS, MO 63110

 Scheduled Hours 40

Position Summary The Administrative Assistant provides comprehensive administrative support to the Critical Care Advanced Practice Provider (APP) Program and APP Leadership Team within the Department of Anesthesiology. This position serves as a primary resource for APPs by coordinating administrative processes, maintaining records, supporting recruitment and onboarding, assisting with scheduling and credentialing activities, and ensuring efficient day-to-day operations of the APP program.

This is a hybrid role 1-2 days a week onsite at BJH. Ideal candidate needs to be able to work on a team and independently. High level of accuracy and urgency required at times.

Job Description

Primary Duties & Responsibilities:

• Answer emails, respond to routine inquiries, and direct requests to the appropriate individual. • Draft, proofread, format, and distribute correspondence, reports, meeting materials, and other documents. • Maintain electronic and paper filing systems in accordance with departmental policies. • Receive, and distribute deliveries. • Schedule meetings, appointments, conference rooms, and virtual meetings for APP leadership. • Coordinate travel arrangements and prepare travel reimbursements in accordance with University policies. • Maintain departmental calendars and assist with scheduling recurring meetings.

APP Operations Support:

• Provide administrative support for the daily operations of the Critical Care APP Program. • Maintain APP contact lists, distribution lists, schedules, and departmental databases. • Assist with preparation and distribution of APP communications, announcements, and newsletters. • Coordinate meeting agendas, minutes, and follow-up items for APP leadership meetings. • Assist with maintenance of APP policies, procedures, and orientation materials.

Recruitment and Onboarding:

• Coordinate interview schedules for APP candidates. • Communicate with applicants throughout the recruitment process. • Coordinate orientation schedules with APP Leadership and Division Business partners • Track completion of onboarding requirements and required documentation.

Credentialing and Compliance:

• Assist with collection and organization of credentialing and privileging documents. • Coordinate completion of annual compliance requirements. • Maintain credentialing files and assist with Medical Staff Office requests.

Scheduling Support:

• Assist with maintaining clinical schedules and distribution of schedule updates. • Track schedule changes, PTO requests, and coverage changes. • Prepare reports related to staffing and scheduling as requested.

Human Resources Support:

• Liaison to Division’s Business and HR partners to help maintain personnel and payroll information into applicable HR and scheduling systems. • Assist with employee onboarding and separation paperwork. • Maintain confidential personnel records.

Data Management and Reporting:

• Maintain departmental databases, spreadsheets, and tracking logs. • Compile reports related to staffing, education, credentialing, and operational metrics. • Assist leadership with special projects.

General Office Support:

• Maintain office equipment and coordinate service requests. • Monitor office supply inventory. • Maintain departmental directories and contact information. • Update departmental webpages and electronic resources as assigned. • Coordinate food and beverage orders for meetings, interviews and departmental events, including setup, delivery coordination, and expense reconciliation.

Working Conditions: Job Location/Working Conditions • Normal office environment. • Ability to travel to various on- and off-campus locations.

Physical Effort: • Typically working at desk or table. • Repetitive wrist, hand or finger movement. • Occasional lifting (25 lbs. or less).

Equipment: • Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience. Certifications /Professional Licenses : No specific certification/professional license is required for this position.

Work Experience: Administration And Office Support (1 Year) Skills: Not Applicable Driver's License: A driver's license is not required for this position.

More About This Job WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education: No additional education unless stated elsewhere in the job posting. Certifications /Professional Licenses : No additional certification/professional licenses unless stated elsewhere in the job posting. Work Experience: Administrative (3 Years)

Skills: Adaptability, Communication, Computer Literacy, Detail-Oriented, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Organizing

Grade G06-H

Salary Range $17.87 - $27.06 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions For frequently asked questions about the application process, please refer to our External Applicant FAQ .

Accommodation If you are unable to use our online application system and would like an accommodation, please email   CandidateQuestions@wustl.edu   or call the dedicated a

Similar jobs

• Administrative Assistant I (Hybrid) - Otolaryngology — Washington University in St. Louis · Washington University Medical Campus
• Insurance Billing/Collection Assistant III (Hybrid) - Anesthesiology — Washington University in St. Louis · Washington University Medical Campus
• Administrative Coordinator I (Hybrid) - Department of Medicine - Business Office — Washington University in St. Louis · Washington University Medical Campus
• Administrative Coordinator III (Hybrid) - Neurology — Washington University in St. Louis · Washington University Medical Campus
• Administrative Assistant - Dept of Surgery — University of Wisconsin-Madison · Madison, WI
• Multi Functional Research Administrative Manager - Anesthesiology — University of Wisconsin-Madison · Madison, WI
• Administrative Assistant I — Serviceexperts · Clifton Park, New York
• Senior Manager Department Administration (Hybrid) - Radiology — Washington University in St. Louis · Washington University Medical Campus