Administrative Assistant

Administrative Assistant

Responsible for performing various administrative, secretarial and clerical duties. Assists the CEO and CFO with Administrative responsibilities. Understands and follows the organization's policies, procedures and standards. Is an independent worker, meeting the day-to-day needs of Administration. Participates in the department's performance improvement activities.

Regulatory Requirements:

• High school graduate or equivalent.
• Some college or business school education is preferred.
• Three to five (3-5) years secretarial experience required.
• Previous experience in a hospital setting preferred.

Position Description:

• Completes all requirements of the Medical Staff credentialing process utilizing the Verge reporting system.
• Keeps physician licensure and related documents on file.
• Reviews Verge credentialing to keep credentials current.
• Greets visitors, directs visitors appropriately; maintains the communication flow of the office.
• Assists in the coordination and preparation of the TDHS survey process.
• Prepares reports, memos, correspondence, meeting minutes, special projects, etc., for the Administrator.
• Reviews and edits all written materials.
• Maintains the Administrator's appointment book.
• Answers the telephone in a professional manner; screens calls, takes messages, directs calls appropriately.
• Sorts, logs and distributes all incoming mail; identifies mail that needs immediate attention.
• Prepares financial reports; department activities, travel, business expenses, etc.
• Maintains an organized, efficient filing system.
• Records, prepares and distributes meeting minutes.
• Orders supplies and printing weekly. Assists in cost containment through appropriate ordering and conserving of supplies and equipment.
• Maintains schedule for booking classroom and boardroom for meetings.
• Fields patient comments professionally.
• Interacts professionally with all visitors, within the department/office and with other departments.
• Demonstrates the ability to be flexible and organizes during stressful situations.
• Manages and operates equipment safely and correctly.
• Accepts other duties as assigned.
• Supports and maintains a culture of safety and quality.

Professional Requirements:

• Meets dress code standards; appearance is neat, clean and professional.
• Completes annual educational requirements.
• Maintains regulatory requirements.
• Maintains patient confidentiality at all times.
• Maintains confidentiality regarding administrative discussion and meetings.
• Reports to work on time and as scheduled, completes work within a designated time.
• Wears identification while on duty, uses computerized punch time system correctly.
• Completes in-services and returns in a timely manner.
• Attends annual review and in-services, as appropriate.
• Represents the organization in a positive and professional manner.
• Actively participates in performance improvement and continuous quality improvement (CQI) activities.
• Complies with all organizational policies regarding ethical business practices.
• Communicates the mission, ethics and goals of the facility, as well as the focus statement of the department/office.
• Adjust work hours/schedule to meet the demands of the department and hospital.
• Aware of all Emergency Disaster Plans and how to respond if a Disaster occurs.
• Works effectively with others, demonstrates leadership and teaching ability and the ability to work under pressure.
• Appreciation of and desire to be part of a health care team dedicated to providing patients optimal care.
• Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Able to communicate effectively in English, both verbally and in writing
• Proficient in Microsoft Office computers
• Office practices and procedures and use of office equipment.
• Ability to transcribe from electronic means
• Ability to maintain good working relationships with hospital staff, physicians, Board members, and community stakeholders
• Ability to be flexible, organized and function under stressful situations
• Excellent presentation and interpersonal skills
• Additional languages preferred.

Additional Requirements with or without Reasonable Accommodation:

Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, communicate in English, analyze, alphabetize, lift and carry over 11-20 lbs, perceive depth, Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours. Exposure to body fluids and/or infection from disease-bearing specimens, exposure to chemicals/biohazardous/radioactive substances, exposure to explosive/flammable chemicals or gases, exposure to patient/visitors under a wide variety of circumstances.

Mental demands include:

alertness, analytic ability, memory, concentration, judgment, initiative, precision, creativity and communication.