Administrative Assistant - Quality

The Quality Admin. Assistant performs many duties for the Vice President of the Quality and Safety Division and assists in overseeing all areas and functions of the Quality Department.

Must maintain excellent relations with other departments’ personnel for smooth transfers of information and completion of inter-departmental projects.

Must keep personnel files of departmental colleagues updated. Must compose, present and take minutes for Board Quality Committee meeting and other meetings as needed.

Must screen visitors to Quality Dept. and VP of Quality. Must schedule meetings for VP of Quality. Other diversified duties.

Expeditious catering to needs of regulators’ spontaneous inspections / investigations. Must have a strong grasp of qualitative and quantitative data analysis.

• Schedules and prioritizes physical visits, phone calls and email requests for the VP of Quality for importance to maximize the VP’s everyday working schedule.
• Maintains appointment calendar and schedules appointments for VP. Schedules dates, prepares notices, agendas and scribes minutes of dept. meetings.
• Prepare Committee packets and present them along with clinical / administrative presenters at said committees. Take minutes and prepare those for following month’s meetings and Board of Trustees Committee meeting.
• Monthly, assess and correctly order office supplies.
• Maintain all staff personnel files for Quality Dept. as a whole.
• Maintain good working relationships with various members of the hospital community so to foster cooperation with Quality during initiatives, requests for materials and investigations.
• Accurately completes time cards and attendance records (includes recording vacation, holidays, sick leave, etc.) on electronic timekeeping software.
• Assist sub-departments in fulfilling their obligations on day-to-day level and on long-term / multi-day projects, including Health Equity, Infection Control, Patient Safety and Patient Relations.
• Make judgment calls without needing to consult with higher-ups at all times over minutiae.
• Works closely with the VP for any additional responsibilities that come across the VP’s purview
• Know when to escalate problems to higher-ups, and know who to consult in various departments throughout the hospital.

Qualifications :

• Bachelor’s degree from accredited higher-education institution
• Strong analytical and problem-solving skills
• Excellent communication and interpersonal skills
• Ability to work collaboratively with a diverse group of stakeholders
• Proficiency in Microsoft Office Suite and data analysis tools
• Familiarity with medical terminology
• Capability to multi-task and prioritize various functions for smooth office operations
• Shorthand or speed writing preferred
• Ability to function under high-pressure
• Advanced long-form writing and reading comprehension skills

Salary Range : $40,000 - $45,000

Employment Non-Discrimination : Richmond University Medical Center is committed to equality of opportunity in all aspects of employment and provides full and equal employment opportunities to all employees and potential employees without regard to race, color, national origin, religion, gender identity, sex, sexual orientation, pregnancy, childbirth and related medical conditions and needs including lactation accommodations, physical or mental disability, age, immigration or citizenship status, veteran or active military status, genetic information, or any other legally protected status.

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