Laboratory Administrative Assistant

Employment Type

• Full time
• Shift:
• Day
• Shift
• Description: Provides administrative support to pathology and laboratory services, ensuring accurate handling of high‑risk patient specimens. Responsibilities may include supporting pathologist communications, preparing pathology reports, managing slide and tissue block send‑outs, maintaining schedules and records, managing supplies, and using EPIC for patient registration and order entry. Requires strong attention to detail, critical thinking, and a focus on patient safety and compliance. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES 1. Performs typing and/or word processing of correspondence, documents and reports, usually from rough draft, machine dictation or shorthand. Composes and types/word processes complex and non-routine correspondence, meeting minutes and recurring reports, according to manager’s directions. Types/word processes a variety of forms, tables, charts, presentation materials, manuscripts, contracts and records that are often complex, sensitive and confidential in nature. Proofreads and edits final materials for accuracy, consistency and clarity, and submits for approval. 2. Plans and organizes routine office workflow. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Takes action on items not requiring the personal attention of the manager. 3. Develops, implements and maintains departmental record-keeping and filing systems. Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders. Prepares, maintains and processes a variety of records and logs. Updates records and files. 4. Assists in preparing complex administrative and statistical reports and projects. Uses knowledge of hospital policies and procedures to perform difficult information gathering, compute complex calculations, interpret and analyze data, draw conclusions and draft narrative results. Prepares recurring and non-recurring reports and analyses for review by manager. Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting and/or other purposes. 5. Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities. Attends meetings as requested. Maintains calendars and schedules of supported personnel. Makes travel arrangements. 6. Assists in developing and monitoring departmental budgets, forecasts and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures. 7. Receives and reads incoming correspondence, reports, memoranda and mail. Screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to manager or others with necessary background information. Processes outgoing mail and packages. 8. Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff or influential outsiders. Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature. 9. Responds to inquiries regarding departmental services, records and other matters by utilizing in-depth knowledge of departmental operations, and ability to interpret established departmental policies and procedures. 10. Places, receives and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available. Notifies appropriate staff, and directs visitors and deliveries to appropriate areas. 11. Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness. 12. Orders and maintains office and/or medical supplies. Coordinates maintenance and repair of office equipment. Keeps work and visitor areas clean and well-organized. 13. Assists in orientation and training of new clerical staff members. Coordinates and checks the work of lower classified secretarial or clerical employees within the department. 14. Performs a variety of general secretarial and administrative duties such as medical transcription, copying, collating, running errands, assembling and distributing packets, mailings and memos. Also performs duties and projects specific to the functions and needs of the department. 15. Maintains good rapport and cooperative relationships. Approaches conflict in a constructive manner. Helps to identify problems, offer solutions, and participate in their resolution. 16. Maintains the confidentiality of information acquired pertaining to patient, physicians, colleagues, and visitors to St. Joseph Mercy Health. Discusses patient and hospital information only among appropriate personnel in appropriately private places. 17. Behaves in accordance with the Code of Conduct, Service Excellence Standards, and the Mission, Vision and Values of SJMH. 18. Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.