Admin Asst - SWC

Carle Health•Champaign, IL

7d•$19 - $30

About The Position

Performs varied secretarial duties of a complex and technical nature in support of general and special office activities to maintain an efficient and effective office operation. Provides direct day-to-day confidential administrative support for Primary Care department leadership and the building manager. The role supports the Patient Care Manager and Primary Care Director and involves scheduling and coordinating meetings, maintaining calendars, minimal staffing, and working with vendors. The position provides office management and secretarial support, coordinates Primary Care meetings and provider schedules, assists with onboarding new Primary Care providers, and helps resolve technology, building, and environmental issues. It also supports facility operations, events, mail delivery, invoices, billing, and expense reimbursement. The compensation range is $18.51 to $29.99 per hour; actual compensation depends on factors including experience, qualifications, location, training, licenses, shifts worked, and compensation model.

Requirements

Associate’s degree in a related field, or work experience in lieu of education.
Administrative assistant work experience.

Responsibilities

Perform office management functions and secretarial duties for the department Manager or Director to support day-to-day office operations.
Maintain multiple calendars, schedule meetings and appointments, bring pertinent dates to managers’ attention, and prepare documents for meetings.
Attend meetings as requested and take minutes.
Compose routine and general correspondence according to established office procedures and supervisor direction.
Lead the employee satisfaction committee for the Windsor building.
Manage facility mail delivery and monitor its accuracy.
Arrange physician interviews with the recruiter for Primary Care services.
Schedule pharmaceutical sales representatives and other vendors for the facility.
Manage appointments on several leaders’ calendars and prepare correspondence as directed.
Provide extensive support to Primary Care staff and the physician leadership team.
Coordinate depositions among providers, law firms, HIM, and legal teams.
Help resolve technology, building, and environmental issues for departments in the building, including submitting work requests and communicating with the building.
Maintain the building call schedule and provider call schedules for the SNFist Team, Family Medicine, and Adult Medicine.
Arrange food, locations, and invitations for building events as directed by leadership.
Assist with onboarding new Primary Care providers by scheduling and facilitating individualized orientations with leadership, EPIC training, HIM Coding, Social Work, and other departments.
Screen calls and visitors to determine the appropriate access to leaders, the manager, and the associate medical director.
Assist with preparing invoices for monthly processing.
Research topics as directed using internet, internal and external resources, and other reference materials.
Complete and submit billing and expense reimbursement documentation to accounting for Primary Care and building overhead.
Coordinate meeting scheduling, agenda setting, and minutes for Primary Care Services.
Assess minimum staffing for Primary Care provider calendars, coordinate template closing with the PSR supervisor, and initiate time-off requests with the medical staff office.