Department Support Assistant, Jewish Hospital, Liver Transplant

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Location:

JHHS - Jewish Hospital - UMCAddress:200 Abraham Flexner Way Louisville, KY 40202

Shift: First Shift (United States of America)

Job Description

Summary:

The department support assistant performs routine clerical and reception duties, coordinates meetings and appointments, keeps office areas stocked and equipment in working order.. Responsible for ensuring smooth operations on a day-to-day basis for assigned area. Assists with departmental and hospital-wide meetings, including minutes, as required. needed. May be responsible for time and attendance records and personnel files. May also monitor or maintain budget and grant information, analyze department needs and forecast expenditures.

May assist in program recruitment activities.

Job Description:

Essential Functions:

Answer phones, greet appointments or visitors

Maintains schedule of meetings and appointments

Prepares expense reports, reconciling charges with receipts, ensuring that they meet UofL Health policy requirements

Provides Clerical Support which may include, composing routine correspondence and documents for signatures/approvals by others as requested and/or finalize correspondence and document drafts by others, maintaining adequate office supplies, copying, filing and distributing documents, sorting mail and faxing documents

Schedules meetings, compile agendas and background materials, takes minutes, and ensures that meeting assignments are complete on schedule; coordinates use of office and conference rooms by scheduling users and, if required, ordering A/V equipment and catering; ensures that all conference rooms are clean and ready

May be responsible for accurate entries in the hospital application regarding time, attendance and payroll including:
Attendance, call-ins and corrections and exception tracking (tardies, badge errors, etc.) handling validation issues

Other Functions:

Prepares spreadsheets and PowerPoint presentations

Update monthly calendars with physician or director activities

Assists with maintaining departmental unit specific policies/procedures and schedules of updates: formats and enters approved department policies on line

If applicable, ensures bonus charge or on-call is reported for employees, as needed and demonstrates understanding of activity codes and pay codes and how they affect the balancing grid for staffing coverage and is responsible for Editor sign-off of payroll prior to the cutoff time for the pay period

Maintains compliance with all company policies, procedures and standards of conduct

Complies with HIPAA privacy and security requirements to maintain confidentiality at all times

Performs other duties as assigned

Additional

Job Description: