Admin Asst - SWC

Carle Health•Champaign, IL

About The Position

Performs varied secretarial duties of a complex and technical nature to support general and special office activities and maintain an efficient office operation. The role supports the Patient Care Manager, Primary Care Director, Primary Care department leadership, and building manager. Duties include coordinating meetings and calendars, maintaining minimum staffing on provider calendars, working with vendors, and providing confidential day-to-day administrative support.

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.
Maintain multiple calendars, schedule meetings and appointments, bring pertinent dates to managers’ attention, and prepare meeting documents.
Attend meetings as requested and take minutes.
Compose routine and general correspondence according to 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 facility vendors.
Support Primary Care staff and the physician leadership team.
Coordinate depositions among providers, law firms, HIM, and legal.
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.
Support onboarding of new Primary Care providers by scheduling and facilitating individualized departmental orientations with leadership, EPIC training, HIM Coding, Social Work, and other groups.
Screen calls and visitors to determine the appropriate course of action and manage access to leaders, the manager, and the associate medical director.
Assist with preparing monthly invoices for processing.
Research specific topics using internet, internal and external resources, and other reference materials as applicable.
Submit billing and expense reimbursement documentation to accounting for Primary Care and building overhead.
Provide confidential day-to-day administrative support to Primary Care department leadership and the building manager.
Coordinate Primary Care Services meeting schedules, agendas, and minutes.
Assess minimum staffing for Primary Care provider calendars, coordinate template closures with the PSR supervisor, and initiate time-off requests with the medical staff office.