Exec Asst I GPG

Administrative Assistant

Assists and facilitates in the management of the day-to-day operational, personnel, and financial activities of the department. Performs general administrative duties as assigned.

Primary Duties and Responsibilities

Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulations.

Coordinates the administrative details related to the responsibilities of the Administrator, Director, Chief or Executive which include, but are not limited to : planning, preparing and compiling necessary information and materials for routine activities and special projects, handling reimbursements and providing research support as applicable. Assists in gathering and compiling statistical data related to department activities or research. Maintains databases.

Maintains calendar and arranges appointments, including patient scheduling if applicable, meetings, and makes travel arrangements. Screens incoming telephone calls and answers / refers inquiries, as appropriate. Confirms appointments and coordinates with appropriate individuals or departments.

If applicable, registers and schedules patients for office appointments per departmental guidelines within the IDX system. Obtains necessary clinical referral information and ensures appropriate visit type scheduled, clinical data preloaded, referring provider information recorded.

Performs a variety of secretarial functions, such as composing, transcribing, typing and proofreading of correspondence, reports, spreadsheets, powerpoint programs, policies and procedures, etc. May be responsible for newsletters or other communications. Disseminates mail / correspondence. Files and organizes correspondence, and departmental records, as appropriate. Maintains filing system that can be accessed and understood by others when absences from office occur. Ensures accuracy of all documents contained. Ensures prompt and accurate preparation of documents for distribution.

Assists with the preparation of agendas, memorandums, materials, and notes, as needed.

Serves as the liaison in the Administrator's office to a wide range of medical center personnel and with individuals outside of the institution to affect the exchange of information, arrange for services and / or complete administrative tasks.

Prepares for, attends and participates in the staff and other meetings performing such functions as preparing materials, taking and transcribing minutes, etc.

Functions as the department's liaison with other departments to maintain, plan, obtain and update technology services to include software, hardware, pagers, etc.

Participates in monitoring and controlling assigned operation and capital budgets with administrative guidelines. Prepares, submits, and keeps track of department reimbursements. Coordinates and supervises purchase orders and inventory supplies.

May be responsible for planning, providing and evaluating orientation, training, continuing education programs or other opportunities for learning as delegated by the supervisor. Assists with personnel management functions as needed for the Department or Division to include, but not limited to : interviewing, hiring, scheduling, coaching, counseling, evaluating and terminating with Executive's approval. May assist with personnel management - functions for designated areas (making sure adequate coverage is obtained in peak times).

Completes license renewal applications and hospital privilege applications for assigned physicians if applicable.

Exemplifies guest and staff relations standards in all activities.

Participates in meetings and on committees and represents the department and hospital in community outreach efforts. Participates in multi-disciplinary quality and service improvement teams.

Minimum Qualifications

Education

AA degree required and BA / BS preferred and CONSIDERATION WILL BE GIVEN TO AN APPROPRIATE COMBINATION OF EDUCATION / TRAINING AND EXPERIENCE.

Experience

3 years of progressively responsible office experience required Supervisory experience; previous experience at a similar administrative level preferred.

Knowledge, Skills, and Abilities

Excellent oral communication, writing, organization skills and abilities. Extensive knowledge of computer software and hardware including packages for word processing, database, desktop publishing, statistical programs and communications.

This position has a hiring range of $58,656 - $98,384