Administrative Assistant

HealthPartners•Hutchinson, MN

30d•Onsite

About The Position

The Administrative Assistant provides administrative support to the Quality, Safety, Care Management (UR/CDI & Social Services), Anesthesia and Medical Staff service areas.

Requirements

Minimum of 5 years administrative support experience, preferably in healthcare.
Proficient in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint with the ability and willingness to learn new software applications.
Strong communication and interpersonal skills with the ability to relate to a variety of individuals and the ability to deliver outstanding customer service.
Strong written communication skills and the ability to independently prepare a variety of correspondence (letters, emails, posters, etc.) which can be used internally and at times, externally.
Highly motivated and organized person who also has the ability to work independently with little direction, prioritize, multi-task, handle ambiguous situations, and remain calm in stressful situations.
Strong critical thinking and judgement/decision making skills.

Nice To Haves

Past experience in electronic document and contract management systems, preferred.

Responsibilities

Provides outstanding customer service to all internal colleagues and external customers both in person, on the phone and in email or written correspondence.
Responds to and assists with as many customer requests as possible and implements action to resolve issues.
Ensures that requests for action or information are relayed to the leader or appropriate individuals in leader’s absence.
Delivers a broad and varying range of administrative support for department leaders to ensure efficient utilization of time. Support includes, and is not limited to, managing mail, supplies, filing systems, vendors and visitors, performance evaluation processes and myLearning reporting.
Proactively manages calendars for leaders on a daily basis including scheduling meetings, coordinating meeting logistics and AV needs. Must be able to schedule around calendar conflicts or complex calendars with little direction.
Schedules various meetings as requested including agenda preparation, meeting minute completion and distribution of meeting materials.
Provides electronic document management support for contracts and policies and procedures for multiple departments.
Coordinates and assembles information for departmental correspondence to facilitate on-going communications and efficient department operations.
Independently prepares correspondence including letters and memos, presentations, spreadsheets and meeting packets using Microsoft Office tools and must be proficient in each application.
May assist with timekeeper support as requested, depending on the department served.
Serves as back up to other administrative support as needed.
Serves as a back-up to cover door screening duties as requested for variable amounts of time.
Performs all other related duties as assigned.
Maintains and appropriately files accurate minutes for Clinical Service Line (Medical Staff) Committee meetings.
Assures committee minutes requiring Board level approvals are appropriately forwarded.
Provides coordination of Clinical Service Line (Medical Staff) committee membership appointments and committee charter maintenance.
Supports annual medical staff elections and new provider orientation
Maintains competency and educations files for service area, as directed by leader
Supports data entry, collection and distribution, as required (i.e. Hand hygiene, Survey Monkey, etc.)
Adheres to the Hutchinson Health Employee Values.
Maintains confidentiality of the organization and patients.
Reports any health/medical errors.
Observes all Environment of Care policies and reports safety risks or hazards immediately.