DEPARTMENTAL SUMMARY: The Administrative Assistant will be responsible for the overall administrative functions throughout the health system. The departments will include, but not limited to the following:
ICU/IMCU, Patient Care Support, Perioperative and Cardiovascular Services, Emergency Department, Home Health Wound and Ostomy, Laboratory, Hospice, Pharmacy, Quality and Safety, Legal and Compliance, and SCMG.
POSITION OVERVIEW: The Administrative Assistant provides office services for assigned leaders and departments by implementing administrative systems, procedures, and policies, and monitoring administrative projects. This position does not directly manage any other caregivers.
ESSENTIAL FUNCTIONS AND DUTIES:
Functions as administrative assistant to the assigned leaders and departments.
Support project work as assigned.
Coordinates functions of various committees by scheduling meetings, through coordination of committee business and communications, and record keeping.
Draft reports, letters, minutes, and other materials.
Manages the invoice and check request processes from initial request through final payment.
Arranges meeting rooms, sends appointments, and takes minutes for meetings as designated by Directors and leadership team.
Coordinates office supplies inventory and ordering. Responsible for stocking supplies, managing office equipment, coordinating service and maintenance as necessary.
Supports the vision, mission and values of the organization in all respects.
Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients and guests.
Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.
May perform additional duties of similar complexity within the organization, as required or assigned.
Required: High school or GED
Preferred: Additional training in administrative skills, college, or business school
Required: Minimum three years as administrative support experience
Preferred: Prior healthcare experience
PERSONAL PROTECTIVE EQUIPMENT
Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.
ADDITIONAL POSITION INFORMATION:
Must have excellent communication skills and ability to interact with a diverse population and professionally represent St. Charles Health System.
Ability to effectively interact and communicate with all levels within St. Charles Health System and external customers/clients/potential employees
Strong team working and collaborative skills
Must be able to efficiently handle telephone calls and meeting & resource coordination.
Ability to work in a fast paced work environment with frequent interruptions, maintaining the highest level of confidentiality at all times.
Ability to multi-task and work independently with little or no supervision, and make sound decisions.
Attention to detail
Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions
Intermediate to advanced proficiency in Microsoft applications, database management, and document preparation required