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ADMINISTRATIVE ASSISTANT 1
Administrative Assistant I
Dermatology
The Administrative Assistant, works closely with the Practice Administrator, Chairman and Faculty,
to meet the departmental missions and goals. Provides professional support for faculty members. To present
and maintain the highest level of professionalism and interpersonal communication skills while performing job
tasks. To deliver, suggest and support the department's professional activities. While no direct patient contact is
involved this office serves as the department's communications liaison to the medical center and outside professional organizations, nationally and internationally. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures, including complying with all Rush University Medical Group Customer Service Standards.
Duties include:
1..Data entry of patient information for creating surgical reports into Database program. Mail merge surgical
reports and referral physician letters from data. Distribute reports and letters to all clinic locations in a timely
mannner. File signed surgical reports for derm surgeons. Archive reports on CD, maintain electronic file on
department drive. Provides database update information to Practice Administrator.
2. Complete correspondence, manuscripts, or other typing assignments assigned by faculty and/or administrator.
3..Manages Dermatology student electives with Rush Office of Clinical Curriculum, outside institutions
and Rush Internal Medicine and Pediatric residents, and residents from outside institutions. Establishes
intradepartmental rotation schedules for these electives by accessing Clinical Curriculum OASIS database.
Queries database monthly to update schedule and distributes to Dermatology Clerkship Director, residents and
clinic. Utilizes GME Med Hub information to create evaluations. Prepares student/resident Dermatology
orientation packets. Prepares, distributes, tracks, submission of evaluations in order to meet final grade
submission deadlines to the Office of Clinical Curriculum and Graduate Medical Education for the Dermatology
Clerkship Director. Maintains collaborative relationship with Rush departments for coordination of dermatology
elective process.
4.. Serves as the departmental web design liasion with Marketingand Communications. Completes web updates for
the Department of Dermatology for faculty, includes clinical profiles, academic profiles, Academic calendar:
Basic Science and Grand Rounds lectures.
5. Primary department contact for visitors and telephone reception.
6. Maintains calendar schedules for faculty, anticipating meetings, conferences and creating reminders.
7. Daily mail pickup and distributes for faculty. Office errands as needed. Distribute medical journals to Faculty
8.. Serves as back-up for Dermatopathology transcription secretary:
a. 1. Transcription of Dermatopathology reports. Complete and update biopsy index with
accessions and results. Distribution of reports in-house and to outside physician clients.
b. 2. Skin cancer registry electronic submission of reports on a monthly basis to the Illinois
Department of Public Health.
9. Assists the Residency Coordinator on departmental projects.
10. Additional duties as assigned.
QUALIFICATIONS:
1. College preferred. Minimum high school or equivalent
2. Editorial, web design experience preferred.
3. Two years of full-time medical transcription and/or administrative (certificate and medical terminology)
preferred.
4. Typing speed of at least 65 wpm.
5. Demonstrates skills in Windows Microsoft Word, Access, Excel and PowerPoint. Web design software.
Acrobat Professional.
6. Must demonstrate medical terminology skills from dictation, accurate spelling, editing.
7. Possess excellent communication and organizational skills, good judgment and logical problem solving
thought processes.
8. Professional appearance and demeanor expected.
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