Administrative Assistant, UofL Hospital (acute care), 8a-5p

UofL Health•Louisville, KY

1d•Onsite

About The Position

UofL Health is a fully integrated regional academic health system with five hospitals, four medical centers, nearly 200 physician practice locations, more than 700 providers, the Frazier Rehab Institute and Brown Cancer Center. With more than 12,000 team members—physicians, surgeons, nurses, pharmacists and other highly skilled health care professionals—UofL Health is focused on one mission: delivering patient-centered care to each and every patient each and every day. The administrative assistant performs routine clerical and reception duties, coordinates meetings and appointments, keeps office areas stocked and equipment in working order. They are responsible for ensuring smooth operations on a day-to-day basis for assigned area. Assists with departmental and hospital-wide meetings, including minutes, as needed. May be responsible for time and attendance records and personnel files. May also monitor or maintain budget and grant information, analyze department needs and forecast expenditures. May assist in program recruitment activities.

Requirements

High school diploma or GED/ equivalent (required)

Nice To Haves

Bachelor’s degree in any field/discipline (preferred)
Three (3) years of recent administrative or clerical experience (preferred)

Responsibilities

Answer phones, greet appointments or visitors
Maintains schedule of meetings and appointments
Prepares expense reports, reconciling charges with receipts, ensuring that they meet UofL Health policy requirements
Provides Clerical Support which may include, composing routine correspondence and documents for signatures/approvals by others as requested and/or finalize correspondence and document drafts by others, maintaining adequate office supplies, copying, filing and distributing documents, sorting mail and faxing documents
Schedules meetings, compile agendas and background materials, takes minutes, and ensures that meeting assignments are complete on schedule; coordinates use of office and conference rooms by scheduling users and, if required, ordering A/V equipment and catering; ensures that all conference rooms are clean and ready
May be responsible for accurate entries in the hospital application regarding time, attendance and payroll including: Attendance, call-ins and corrections and exception tracking (tardies, badge errors, etc.) handling validation issues
Prepares spreadsheets and PowerPoint presentations
Update monthly calendars with physician or director activities
Assists with maintaining departmental unit specific policies/procedures and schedules of updates: formats and enters approved department policies on line
If applicable, ensures bonus charge or on-call is reported for employees, as needed and demonstrates understanding of activity codes and pay codes and how they affect the balancing grid for staffing coverage and is responsible for Editor sign-off of payroll prior to the cutoff time for the pay period
Maintains compliance with all company policies, procedures and standards of conduct
Complies with HIPAA privacy and security requirements to maintain confidentiality at all times
Performs other duties as assigned