Administrative Assistant

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Description/Job Summary

Under direct supervision, provides routine administrative and clerical support for the Oral Pathology Consultants and Radiology Faculty Practice.



  • Preparing biopsy kits to mail to dentists and clinicians (keeping track of offices that require replenishing of kits as necessary)
  • logging in biopsy specimens as they arrive in the path lab
  • adding diagnoses to the log book from previous day's cases
  • assembling newly delivered slides and associated paperwork for the pathologists, so they can review the cases in the morning
  • filing away completed slides
  • handling slide requests from outside pathologists (consult cases)
  • preparing old reports for binding
  • ordering supplies for pathology, as needed
  • preparing check requests for laboratory services and the post office, and any other fees related to supply and maintenance of the path practice
  • typing/transcribing and coding all pathology and radiology reports
  • sending reports to outside and in-house physicians, dentists and students via fax and/or mail and scanning copy reports into Axium as needed for in-house cases
  • answering all phone calls and assisting callers with information, working with the billing company regarding any payment issues
  • sending information to 3rd party billing companies
  • processing credit card payments sent by billing companies and mailing off receipts
  • managing the patient record database, including proper storage of radiology files into proper computer file system
  • setting up new office customer accounts,
  • maintaining and updating existing account information
  • responding to requests for records (usually pertaining to litigation)
  • scheduling student biopsy competency appointments and radiology competency appointments with faculty
  • reporting all qualifying histologically diagnosed malignancies to the Maryland Cancer Registry (required to report quarterly)

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

Required Skills

General knowledge of and skills in the practical application of generally accepted office practices and procedures. 

General knowledge of business English, grammar, spelling, punctuation, sentence structure, proofreading, document formatting and editing. 

Skill in various computer software packages, Internet and email; Microsoft Word and Excel proficiency a must.

Skill in composing a variety of correspondence; in operating office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality and handling sensitive matter with discretion and tact; in interacting with students, public and staff at all levels in a courteous and efficient manner; in planning, organizing, prioritizing and executing routine and continuing assignments without instruction and meeting deadlines. 

Ability to communicate effectively both orally and in writing; to understand and follow oral and written instructions; to project a professional and positive image of the institution.

Preferred Skills

Experinece with File Maker Pro, Excel, and Word would be beneficial

Required Experience

2 -3 years’ providing administrative support or a related experience in a clinic and/or hospital setting.  Related education may be substituted for experience on a year for year basis.

Applicant may be required to complete a skills assessment to be considered.  Some positions require specific skills such as typing 50-60 WPM, spreadsheet, presentation, database, email or knowledge of the Microsoft Office package or an equivalent proficiency.

Preferred Experience

Prior work in a physician's or dentist's office, or as a medical transcriber, would be beneficial, but is not required

Required Education

High School diploma or GED

Required Qualifications

Knowledge of standard office procedures; must able to operate computer and other office machines, such as fax, calculator, answering telephones, as well as greeting visitors and so on. Skill in filing documents according to alphabetic and numeric sequences; in operating manual and automated office equipment. Ability to apply close attention to detail in performing routine clerical tasks. Ability to follow oral and written instructions. Ability to maintain effective work relationships.


Applicant may be required to complete a skills assessment to be considered. Some positions require specific skills such as typing 50-60 WPM, spreadsheet, presentation, database, email or knowledge of the Microsoft Office package or an equivalent proficiency.

This job description is designed to give an outline of what job duties are expected of this position.  As an outline it does not fully describe or limit the extent of the position’s duties.  UM FDSP and its supervisors may amend the job description as it deems necessary, without advance notice.  The job description is not intend to create an employment contract and should not be construed as such.

Salary is commensurate with experience

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U.M. FDSP Associates. P.A. is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.