UofL Physicians

  • Administrative Assistant

    Job Locations US-KY-Louisville
    Job ID
    # of Openings
  • Overview

    Provide administrative support for the ULP administrative offices ULP Psychiatry services, which includes general clerical, bookkeeping, and project-based work. Project a professional company and departmental image through in-person, telephone and electronic communications. Maintain confidentiality of all subjects, read, heard and typed.


    * Meet and greet clients and visitors.

    * Perform general clerical duties to include but not limited to: Photocopying, faxing, mailing, binding, scanning, filing, maintaining onsite and offsite records retention records, collect and distribute mail, sign for and distribute packages received from UPS, FedEx and other shipping services, etc.

    * Responsible for ordering supplies for the department through ULP and maintaining Accounts Payable records for the department.


    * Complies with HIPAA privacy and security requirements to maintain patient confidentiality at all times.

    * Adheres to organizational policies and procedures.

    * Under supervision, responsible for processing various payroll and HR documents and maintaining the General Ledger.


    * Maintain a database of faculty DEA, licenses, malpractice and compliance training.


    * Provide updates to various credentialing organizations by deadlines.


    * Under supervision, obtain information to prepare monthly contract billing and maintain contract files.


    * Maintain shadow system for identified accounting.


    * Maintain office equipment (printer/copier toner, paper, postage, etc.).


    * Other duties as assigned



    * High School Diploma or GED

    * Working knowledge of Microsoft Office portfolio of products as well as professional telephone protocol

    * Professional verbal and written communication skills

    * Ability to type at least 50 words per minute.


    * Initiative, communicator, problem solver

    * Proactive - anticipates and plans for problems before they arise

    * Service Excellence – responsive, informs constituents of process, pleasant to work with, educates and provides timely, accurate information

    * Organized – manages time effectively, keeps tasks appropriately prioritized

    * Flexible – ability to change directions as needed for the good of the department or organization

    * Critical Thinking – ability to think through issues and identify appropriate options

    * Work Ethics – motivated, diligent, industrious and persistent in the workplace, stays on tasks to completion, works at a fast pace to ensure optimal efficiency

    * Maintains a professional appearance at all times.

    * Interpersonal – can build effective, strong working relationships with employees, colleagues, management, consultants, and media through trust, communication, and credibility

    * Team – ability to work with others, serve others, help others, lead others, mentor others, take directions from others in the interest of moving process and programs forward to the desired outcome.

    * Emotional Intelligence – ability to not take issues personal, see the big picture in emotionally charged situations and respond in a mature, professional, composed manner

    * Self-Awareness – ability to reflect, understand limitations, and seek appropriate assistance and guidance

    * Judgment – exercises discretion and due diligence when making decisions and recommendations

    * Quality – is able to perform work in a neat, efficient, well-coordinated, well communicated manner with a high degree of accuracy and professionalism

    * Presentation – can speak in front of people to deliver necessary material or messaging

    * Extensive experience in working with Word, Excel and other office programs.



    * This position requires the ability to sit and/or stand for long periods of time, standard mobility to maneuver from one location to another, regular lifting and carrying items weighing 20 lbs. or less.


    * Candidates upon hire will complete an electronic I-9 verification.

    * Only those candidates whose experience best meets our requirements will be contacted.

    * University of Louisville Physicians is an Equal Opportunity Employer.
    * Current UofL Physicians employees must follow the UofL Physicians Internal Transfer Policy.

    * Please follow the URL link to submit your resume: https://home.eease.adp.com/recruit/?id=12529041

    * Only those candidates whose experience best meets our requirements will be contacted.

    * University of Louisville Physicians is an Equal Opportunity Employer.


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