Administrative Assistant II

Administrative Assistant II

The Administrative Assistant II provides comprehensive administrative and clerical support to a hospital department and associated clinical units. This role functions as a key operational support resource, ensuring efficient day to day workflow, effective communication, and compliance with hospital policies. The position serves as a liaison among patients, staff, providers, and leadership while supporting departmental operations, scheduling, documentation, and quality activities.

Responsibilities:

1. Supports the healthcare team with information and administrative support. Answers and directs telephone calls from visitors, staff, and patients. Answers patients' call system. Relays messages for patients, families, physicians, nurses, and other staff from multiple departments. Maintains confidentiality of all patient information. Creates and maintains electronic documents in MS Office.

2. Demonstrates appropriate interaction with and provides recommended care and services to all patients. Exhibits knowledge and basic understanding regarding the needs of all patients.

3. Orders and maintains inventory of office and patient care supplies within budget guidelines. Maintains unit communications equipment including printer, mobile laptop computers, and fax. Conducts unit audits, safety checks, and routine maintenance of office equipment.

4. Functions as a clerical resource in the unit and is thus knowledgeable about hospital policies and procedures. Ensures that the unit is clean and orderly. Performs other general office support duties as required.

5. Serves as timekeeper for the department, tracking schedules, work time, off days, PTO time, etc. Prepares payroll for approval and submission. Update daily schedule sheets for units. Complete management schedules.

6. Serves as a liaison with internal departments and external parties to support departmental operations and assigned projects and assignments.

7. Serves as recording secretary for assigned staff meetings. Distributes minutes and documents to the appropriate staff and keeps records.

8. Demonstrate and promote professionalism, compassion, and high standards of customer service when interacting with patients, families, and staff; supporting responsibility, pride, and teamwork, remains calm when under pressure, and offers reasonable solutions for problems.

9. Researches and processes various departmental documents, records and forms requiring contract interpretation and administration. Serves as point of contact for assisting patients with billing questions and services.

10. Coordinates departmental meeting scheduling. Assist with administrative functions, including scheduling, data entry, maintaining tracking forms, and filing program documentation.

11. Promotes effective communication within the department and keeps the Director informed of any issues, concerns, or operational needs.

12. Screens, prioritizes, and distributes incoming correspondence and mail; responds where appropriate or distributes mail requiring attention to appropriate individual(s).

13. Provides guidance to registration receptionists, secretaries and office assistants in the area assigned.

14. Prepares and compiles peer review information for internal documentation audits in compliance with hospital and department standards.

15. Participate in performance improvement activities. Conduct research and analysis for special projects as assigned.

16. Maintains patient files and databases according to HIPPA regulations and ensures information is up to date.

17. Perform other departmental duties as assigned.

Education:

High School diploma or equivalent required. Associates degree in Medical Office or Office Administration preferred.

Licensure/Certification:

None.

Experience:

At least five years experience in a business office or medical secretarial role preferred.

Knowledge, Skills and Abilities:

• Knowledge of patient registration and front office procedures.

• Ability to compose grammatically correct documents and communications.

• Ability to lead, guide and motivate others.

• Excellent interpersonal and customer service skills.

• Ability to read, write and communicate effectively in English.

• Highly proficient with MS Office and EMR software, with the ability to learn new software rapidly.