Administrative Support-Lab/Pathology

Primary City/State:

Phoenix, Arizona

Department Name:

Surgical Pathology-BUMCP

Work Shift:

Day

Job Category:

Administrative Services

POSITION SUMMARY
This position provides administrative support to the Administrative Director, Medical Director, other management personnel, and laboratory and pathology department staff. Provides leadership support to the team to enhance effectiveness and efficiency of weekly, monthly, and annual responsibilities for ensuring the hospital laboratory and Laboratory Sciences of Arizona’s ongoing success.

CORE FUNCTIONS

1. Manages information flow via telephone, electronic mail, and interaction with departments, operations, leadership, medical staff, and outside vendors. Coordinates and follows through on requests requiring problem-solving with highly confidential, sensitive, and complex decision-making calls and questions.

2. Answers incoming calls, responds directly with needed information and follow-up and forwards messages as appropriate. Responds to inquiries from employees, customers and clinical staff as needed. Uses independent judgment in redirecting or deferring calls. May screen calls for Pathologists. Responsible for one on one communication between physicians and pathologists regarding orders, specimens and results .

3. Prepares and sends specimens for outside consults or testing and processes pathology material loan requests; receives and processes incoming consult slides for pathologist review and follow up. Prepares slides and other necessary information for hospital tumor board presentations. Tracks and troubleshoots outstanding laboratory/surgical pathology results. Maintains required databases for tracking all materials.

4. Prepares, collates, and monitors information and data for quality and regulatory needs, including legal holds, laboratory certification records, hospital and system committee requirements, and quality assurance activities and initiatives. Coordinates calendar with Administrative Director, Medical Director, managers, and supervisors to balance strategic, tactical, and operational needs of the system for effective use of time. Communicates as appropriate to adjust priority in changing environments.

5. Performs projects as directed, including set up and administration of programs; researches and prepares reports with spreadsheet applications. Uses advanced information technology skills to assist with developing presentations and to design forms and reports. Prepares and manages correspondence including highly confidential information. Maintains information system via electronic and manual systems for easy retrieval and historical archiving.

6. Manages and maintains calendars for members of management and/or pathology team as required by scheduling meetings, coordinating agenda preparation, transcribing, and posting minutes of meetings. Initiates action as applicable on meeting issues.Performs all functions according to established policies, procedures, regulatory and accreditation requirements, as well as applicable professional standards.

SUPERVISORY RESPONSIBILITIES

DIRECTLY REPORTING

None

MATRIX OR INDIRECT REPORTING

None

TYPE OF SUPERVISORY RESPONSIBILITIES

N/A

SCOPE AND COMPLEXITY

This position acts as a member of a support team which may serve multiple individuals and/or departments. Customers are members of Banner departments, pathologists, physician’s offices and outside facilities.

PHYSICAL DEMANDS/ENVIRONMENT FACTORS

Typical Office Environment: Requires extensive sitting with periodic standing and walking. May be required to lift up to 15 pounds. Requires significant use of personal computer, phone and general office equipment. Needs adequate visual acuity, ability to grasp and handle objects. Needs ability to communicate effectively through reading, writing, and speaking in person or on telephone. May require off-site travel.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of business software applications and other personal computer experience.

• Effective human relations skills and courtesy in dealing with team, other department members, vendors, and visitors to the team area.

• Exceptional telephone skills and oral and written communication skills with ability to exercise independent judgment. Ability to maintain strict confidentiality.

• Proficiency and accuracy with typing skills.

• Proficient in the use of multi-line/feature telephones, fax machines, scanners, copy machines, calculators, and multi-function printers.

• Excellent organizational skills and ability to manage multiple priorities simultaneously, meeting deadlines as required.

MINIMUM QUALIFICATIONS

• Five (5) years’ administrative support in a hospital or health care related setting.

• High School diploma or equivalent.

• Prior experience supporting mid-level (or higher) management or physicians.

• Knowledge of business software applications and other personal computer experience.

• Ability to speak, read and write English.

PREFERRED QUALIFICATIONS

• Knowledge of medical terminology.

• Associate degree.

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DATE APPROVED 11/05/2019

EOE/Female/Minority/Disability/Veterans

Our organization supports a drug-free work environment.

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