Patient Care Services Administrative Assistant

Grande Ronde Hospital•La Grande, OR

6d•Onsite

About The Position

The Patient Care Services Administrative Assistant provides high-level administrative support while coordinating key operational initiatives to ensure the efficient functioning of Patient Care Services departments. This role manages scheduling, communication, and documentation tasks, including supporting meetings by preparing agendas, recording minutes, and coordinating meeting logistics. The position also serves as the primary coordinator for telemedicine services, language and interpreter services, and operational excellence initiatives, including Lean management projects. This role is essential in supporting the executive leader’s ability to lead effectively and maintain a professional and highly competent presence throughout the organization. The ideal candidate demonstrates strong organizational skills, attention to detail, and the ability to collaborate with clinical and administrative teams to enhance patient care, optimize workflows, and support continuous improvement efforts.

Requirements

High school diploma or equivalent required.
Minimum of two (2) years previous administrative or office support experience required.
Skilled in planning, organizing, and coordinating meetings, events, and conferences, including logistics, travel arrangements, itineraries, agendas, materials, and follow-up.
Skilled in using Microsoft Office Suite (Word, Excel, Outlook, Visio, Teams)
Skilled in using microcomputers, including desktops, laptops, tablets, and smartphones used to perform tasks such as word processing, data entry, creating spreadsheets, managing databases, and developing presentations.
Ability to operate and troubleshoot office equipment, including laser printers, color printers, photocopiers, scanners, and fax machines.
Ability to manage calendars, meetings, deadlines, and deliverables to ensure timely completion and compliance with organizational standards.
Ability to maintain documentation, reports, and records while ensuring accuracy, accessibility, and exercise discretion, judgment, and confidentiality when handling sensitive information.
Ability to prepare, proofread, and format professional correspondence, reports, and presentations for executive-level audiences.
Ability to anticipate senior leadership needs and proactively resolve scheduling, workflow, or communication challenges.
Ability to lift 25 pounds.
Able to sit, stand, walk, bend, squat, reach, and stretch frequently
Ability to communicate effectively through reading, writing, and speaking in person or on telephone
Requires frequent use of computer
Must be able to perform the primary duties and responsibilities of the job with or without reasonable accommodation.

Nice To Haves

Associate degree or some college coursework in business administration, office management, or related field preferred.
Experience in healthcare, telemedicine, or operational support preferred.

Responsibilities

Provides high-level administrative support to the Senior Director of Patient Care Services/CNO and Assistant CNO, including managing calendars, coordinating meetings, assisting with technology needs, and ensuring smooth daily workflow operations.
Prepares agendas for Patient Care Services meetings as directed, arranging catering, documenting and distributing meeting minutes and materials, and ensuring timely tracking and follow-up on assigned action items to support accountability and workflow efficiency.
Supports operational excellence initiatives, including Lean management and process improvement projects, by assisting with project planning and coordination, collecting and collating relevant data, tracking project milestones and progress, and preparing reports or presentations for leadership.
Serves as the primary coordinator for telemedicine services, including assisting with telehealth contracts, publishing and updating provider schedules, managing equipment inventory and locations, coordinating with site staff for billing, and collaborating with IT and biomedical engineering teams to ensure proper maintenance, access, support, and demonstration of telemedicine equipment as needed. May also assist in developing solutions and implementing telehealth projects in the acute care, ambulatory care, transitions of care, and in-home monitoring product lines.
Coordinates language and interpreter services for patients with limited English proficiency or other language needs. Responsibilities include maintaining the Language and Communication Services policy and procedures, assisting with language service contracts, coordinating with contracted language service providers to ensure timely and accurate translation and interpretation, managing the inventory and location of interpreter devices and auxiliary aid kits, and ensuring the availability of language and interpreter service resources for staff.
Promotes compliance with staffing laws and bargaining unit agreements by coordinating and scheduling committee meetings, maintaining accurate records and staffing plans, updating and posting department committee lists, tracking Professional Nursing Care Committee (PNCC) education requests, and assisting with the timely disbursement of PNCC funds.
Supports Patient Care Services providers by publishing providers schedules, assisting with timekeeping and verification of hours worked, processing education reimbursement requests, and tracking quality incentive programs, including maintaining accurate records and coordinating timely disbursement.
Performs a variety of office management duties to ensure smooth departmental operations, including professionally answering and directing phone calls, maintaining an efficient and organized filing system, monitoring and replenishing office supplies, and providing scheduling flexibility to accommodate meetings, events, or special projects.
Works closely with clinical and administrative teams to assist with special projects and departmental initiatives aimed at enhancing patient care, improving workflow efficiency, and supporting continuous improvement efforts.
Acts as a liaison between the CNO/ACNO, Patient Care Services departments, and other hospital departments to ensure seamless communication and coordination, enabling the executive leadership to operate effectively and maintain a strong professional presence; performs related duties as assigned.

Benefits

Health Insurance
Vision Insurance
Dental Insurance
Flexible Spending Account (FSA and Health Savings Account (HSA) Options
401K Plan with Roth Options
401K 3% employer match and a 2% base non-elective employer contribution
Eligibility for company-paid benefits such as life insurance and long-term disability, subject to applicable waiting periods
Option to elect Supplemental employee, spouse, and child life insurance
Paid Time Off (PTO)
Access to the Employee Assistance Program
Discounts: available for meals in the cafeteria and over-the-counter pharmacy items
Exercise/Fitness Facility: access to the Rehab Therapy Fitness Center for the employee and dependents