Department Assistant 2 - Medical Staff Office - FT - Day

Stormont Vail Health • Topeka, KS

9d

About The Position

The Department Assistant 2 plays a critical role in supporting patient safety across Stormont Vail Health by providing advanced administrative and operational support to Medical Staff Services. This position supports Medical Staff governance, regulatory compliance, and patient safety initiatives through highly organized, detail-oriented, and confidential administrative services. Serving as the primary administrative resource for Medical Staff Services leadership, Medical Staff leaders, and governance committees, the Department Assistant II coordinates meetings, prepares and maintains official records, supports financial tracking activities, and manages confidential documentation in accordance with Stormont Vail Health (SVH) policies, bylaws, and applicable regulatory standards. This role functions as a key liaison to both internal and external stakeholders and contributes to the effective daily operations of Medical Staff Services. The Department Assistant II is expected to demonstrate excellent customer service, sound judgment, and strong prioritization skills while working independently in a fast-paced, highly confidential environment. As an integral member of the Medical Staff Services team, the Department Assistant II actively supports the Small Moments culture and upholds the Tenets of Stormont Vail Health in all interactions and work processes.

Requirements

• High School Diploma / GED Required
• 3 years Clinical support experience. Required
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Access), internet, e-mail, accounting software, and database software as applicable to the department.
• Maintain confidentiality of all business/work and medical staff information.
• Consistently demonstrates teamwork skills through appropriate and timely communication, feedback, consensus building, effective listening and willingness to learn.
• Maintain a professional appearance and maintain a neat and well-organized workplace.
• Ability to apply concepts of basic algebra and geometry.
• Excellent verbal, written communication and customer service skills as this position must communicate and interact effectively with a large number of professionals and individuals from a variety of backgrounds, including Stormont-Vail Health Care workers, various outside organizations, and the general public.
• Work independently, manages workflows and confidential material
• Experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.

Nice To Haves

• Bachelor's Degree Preferred
• 1 year Healthcare experience Preferred
• 1 year Experience in word processing, typing, PowerPoint and data entry Preferred

Responsibilities

• Provides comprehensive administrative support for Medical Staff Services leadership and Medical Staff leaders, including department chairs, committee chairs, and officers.
• Coordinates Medical Staff committee cycles, including meeting scheduling, agenda development, document preparation, distribution of materials, and follow-up actions.
• Prepares, formats, distributes, and archives Medical Staff governance documents, including agendas, minutes, reports, and supporting materials in accordance with bylaws and regulatory requirements.
• Maintains official Medical Staff records, files, and documentation in compliance with organizational policy, CMS, TJC, and other regulatory standards.
• Supports payroll entry, invoices, purchasing, expense tracking, travel, compliance documentation, and administrative coordination related to the Medical Staff Fund in accordance with SVH policy.
• Independently prioritizes and organizes work related to Medical Staff Services including governance activities, committee cycles, confidential documentation, and regulatory deadlines; refers matters outside delegated authority to leadership.
• Plans, coordinates, and prepares Medical Staff meetings, PowerPoint and events, including the Annual Medical Staff Meeting and Doctors’ Day Celebration, as directed.
• Organizes and supports meetings and conferences by managing logistics, room reservations, calendars, invitations, agendas, PowerPoint (PP) presentations, catering and follow‑up materials.
• Records, prepares, and distributes detailed meeting minutes and related documentation to stakeholders in a timely manner.
• Designs, implements, and maintains effective filing and records management systems to ensure accurate, secure, and accessible information to include Standard Works.
• Prepares, edits, and formats reports, correspondence, and presentations using word processing, spreadsheets, and PowerPoint.
• Ensures compliance with organizational policies and procedures; manages confidential correspondence and documents with discretion.
• Works independently to prioritize tasks while maintaining effective working relationships with leadership, physicians, co‑workers, and customers; escalates issues as appropriate and collaborates with Employee Health and Learning & Talent Development to support Medical Staff compliance.
• Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
• Performs other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED