Senior Administrative Assistant
About The Position
Coordinates and performs administrative functions of the department and assigned special projects. Provides clerical and secretarial support, manages calendars, meetings, communications, records, schedules, and supplies, and assists with department operations. The role also serves as an initial administrative contact for patient and family follow-up regarding customer service or patient care complaints, documenting concerns and relaying them to appropriate hospital staff. The position requires maintaining confidentiality, accuracy in timekeeping and staff scheduling, effective communication with internal and external contacts, and compliance with hospital, governmental, insurance, regulatory, and accrediting requirements. The employee may work various shifts according to departmental needs and may travel between facilities or buildings.
Requirements
- High school diploma or equivalent.
- Good customer service skills and a teamwork attitude.
- Ability to use a computer keyboard, monitor, and mouse.
- Ability to answer telephones and transcribe messages.
- Ability to bend, stoop, reach, rotate normally, and stand and walk during an 8–10 hour shift.
- Ability to lift 40 pounds from floor to waist.
- Ability to meet the Department of Labor medium-duty work standard: exert up to 50 pounds occasionally, up to 20 pounds frequently, and/or up to 10 pounds constantly.
- Knowledge of computers.
Nice To Haves
- Experience in clerical work.
- Previous office experience.
- Knowledge of medical terminology.
Responsibilities
- Schedule appointments and meetings for assigned managers, directors, executives, or support department staff, and maintain their calendars.
- Provide clerical and secretarial support to assigned managers, directors, executives, and staff.
- Serve as an initial administrative contact for patients and families regarding follow-up on customer service or patient care complaints; listen, document concerns, and relay information to appropriate hospital staff.
- Maintain database listings, including addresses, internal and external contacts, and vendor lists.
- Answer telephones and receive and deliver messages by email, fax, phone, or other means.
- Coordinate and set up meetings and special functions, including management meetings, luncheons, and team outings.
- Maintain vendor contacts, review invoices for accuracy, and coordinate payment with the accounting department.
- Welcome and assist special visitors.
- Prepare spreadsheets and presentations using Microsoft and other computer applications, including PowerPoint, Word, and Excel.
- Use electronic and paper communication methods to relay information to internal and external staff.
- Record, transcribe, and distribute unit-based meeting minutes.
- Order supplies accurately and in a timely manner and follow up on backorders.
- Share reliable, accurate, concise, and relevant information with staff and coworkers in a timely manner.
- Use electronic distribution lists appropriately.
- Practice active and receptive listening to support productive results.
- Routinely distribute mail to appropriate areas.
- Assist with special projects or assignments.
- Maintain confidentiality in all interactions.
- Maintain accuracy in Kronos, review assignments, reconcile timecards, follow up on discrepancies, and provide Kronos resource support to other staff.
- Construct staff schedules for assigned units, meet established scheduling deadlines, and assist the scheduling coordinator.
- Follow hospital, state, and federal guidelines for a safe environment and ensure staff compliance with hospital, governmental, and insurance regulations.
- Communicate and interact professionally and considerately with clients, families, visitors, physicians, hospital and departmental staff, and the public.
- Remain current and responsive to changes in healthcare delivery, professional standards, regulatory and accrediting requirements, and organizational needs.
- Participate in assessing and improving services and regulatory compliance, and report assessment and improvement results to appropriate administrative levels.
- Accept assignments within the scope of practice, skill set, and level of competence.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
