Administrative Assist-NE

Administrative Coordinator

Coordinates and performs administrative functions of the department. Coordinates and performs assigned special projects.

Minimum Qualifications:

• High School Diploma or equivalent

Preferred Qualifications:

• Experience in clerical work
• Previous office experience
• Medical terminology knowledge

Core

Duties and Responsibilities:

• Schedules appointments and meetings for assigned manager, director or executive. Maintains calendar for assigned manager, director, executive or other support department staff.
• Provides clerical/secretarial support to manager/director/or executive and staff as assigned.
• Acts as the initial administrative contact with patients and families regarding follow-up for customer service or patient care complaints. Listens empathetically and documents information in a clear, concise and detailed manner. Relays information to appropriate hospital staff for review.
• Maintains data base listings (addresses, internal and external contacts, vendor lists etc.)
• Answers telephone, receives and delivers messages via electronic e-mail, fax, phone or fax.
• Coordinates and sets-up activities for meetings and special functions. May include but not limited to; internal and external management meetings, luncheons, team outings and other functions as requested.
• Maintains vendor contact. Reviews invoices to determine accuracy and coordinates payment with accounting department.
• Welcomes and provides assistance to special visitors.
• Prepares spreadsheets and presentations as requested. Effectively uses Microsoft and other computer applications, (power point, word, excel).
• Effectively uses all means of electronic (e-mail, voice mail, paging, phone, and paper memo's) to relay information to internal and external staff.
• Records, transcribes and distributes unit based meeting minutes.
• Completes supply ordering accurately and in a timely manner, following up on backorders as needed.
• Shares reliable, accurate, concise, relevant information in a timely manner to staff and co-workers.
• Demonstrates appropriate use of electronic distribution lists.
• Practices active and receptive listening skills to ensure productive results.
• Routinely completes mail runs – distributing mail to appropriate areas.
• Assists with special projects or assignments.
• Maintains confidentiality in all interactions.
• Maintains accuracy in Kronos. Reviews assignments and reconciles timecards. Follows up with staff as appropriate to resolve discrepancies. Provides resource support for Kronos to other staff.
• Constructs staff schedules for assigned units. Prepares schedules by established deadlines. Provides assistance to scheduling coordinator.
• Follows hospital, state and federal guidelines for ensuring safe environment for workers, patients and public. Ensures compliance by staff to hospital, governmental and insurance regulations.
• Communicates and interacts with clients, families, visitors, physicians, departmental and hospital staff and the public in general in a manner that demonstrates professionalism and concern for the individuals' need(s).
• Remains current and responsive to changes in healthcare delivery, standards established by professional organizations, regulatory and accrediting bodies and the needs of the organization.
• Participates in the processes to assess and improve the services provided and compliance with regulatory requirements. Reports results assessment and improvement processes to the appropriate administrative levels.
• Willingly accepts assignments within scope of practice, skill set and level of competence.

Physical Requirements:

• Must meet Department of Labor's MEDIUM duty standard (MEDIUM WORK- exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly)

Working Environment:

• May be scheduled to work various shifts based on departmental needs.
• May be required to travel between facilities/buildings.

Skills and Abilities:

• Able to use a computer keyboard, monitor and mouse.
• Able to answer telephones and transcribe messages.
• Able to bend, stoop, reach and be capable of normal rotation, standing and walking for an 8-10 hour shift.
• Able to lift 40 pounds from floor to…