Administrative Assistant

St. Charles Health System•Bend, OR

62d•$23 - $32

About The Position

The Administrative Assistant will be responsible for the overall administrative functions within an assigned department(s). The Administrative Assistant at St. Charles Health System provides office services for assigned leaders and departments by implementing administrative systems, procedures and policies, and monitoring projects. Administrative Assistants are responsible for providing excellent customer service to all St. Charles Health System caregivers, providers, and visitors in person and via telephone. This position does not directly manage any other caregivers.

Requirements

High school or GED.
Minimum two (2) years administrative support or office management experience.
Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.
Ability to meet SCHS driving requirements and travel to SCHS worksites as needed.
Must have excellent oral and written communication skills and ability to interact with a diverse population and professionally represent St. Charles Health System.
Must have strong teamwork and collaborative skills.
Must be able to efficiently handle telephone calls and meeting & resource coordination.
Must have excellent organizational skills and attention to detail.
Must have intermediate to advanced proficiency in Microsoft applications, database management, and document preparation.
Must be able to learn various new computer programs in a timely manner as required.
Must be personable, professional, and maintain a positive attitude.
Must be able to work in a fast-paced environment with frequent interruptions while maintaining the highest level of confidentiality.
Must be able to multi-task and work independently with little or no supervision and make sound decisions.

Nice To Haves

Bachelor’s degree.
Professional Administrative Certification of Excellence (PACE).
Three (3) years’ experience in an Administrative/Executive Assistant level role, including proficiency at handling multiple tasks.
Previous hospital or healthcare experience.
Knowledge of medical terminology.

Responsibilities

Provides support within the administrative suite through professional and positive communications, clerical functions, project coordination, calendaring, and problem solving for the assigned directors and departments.
May support other members of the management team as requested.
Coordinates functions of various committees by scheduling meetings, coordinating communications, and record keeping.
Drafts reports, letters, minutes, and other materials.
Provides technical, audio visual, desktop publishing (Outlook, Excel, Word, Publisher, Visio, and Power Point) expertise in program applications and technologies for caregivers.
Develops and/or helps maintain visual management for operations, department metrics, regulatory requirements, and projects as requested by directors.
Provides support to achieve and maintain compliance with all local, state, and national health care guidelines, rules, and regulations (Joint Commission, Medicare/CMS, Health Division, ISO, etc.).
Manages the invoice and check request processes from initial request through final payment.
Reserves and arranges meeting rooms, sends appointments, and takes minutes for meetings as designated by Directors and leadership team.
Coordinates office supplies inventory and ordering.
Responsible for stocking supplies, managing office equipment, coordinating service and maintenance, as necessary.
Supports the vision, mission, and values of the organization in all respects.
Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients, and guests.
Conducts all activities with the highest standards of professionalism and confidentiality.
Complies with all applicable laws, regulations, policies, and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.
May perform additional duties of similar complexity within the organization, as required or assigned.