Admin Assist Surgery MHO

Reports to the Director, performs a variety of administrative functions to include scheduling meetings, payroll, credit card reconciliation, minute taking, coordinating travel, responding to phone calls, preparing reports and/or data driven outcomes, and involvement in projects and/or process improvement initiatives. The position requires communication skills and positive interactions with leaders, vendors, physicians, staff, and community partners. The position involves multitasking in a fast paced environment and the ability to be flexible and independent.

• Coordinating minor projects by researching, pulling together information, and updating files.
• Coordinating communication by answering phones/voicemail, taking and relaying messages accurately.
• Establishing and maintaining electronic record-keeping and filing systems.
• Opening, sorting and distributing mail, and responding to routine requests for information.
• Operating a variety of standard office equipment (i.e. computer, printer or multi-function device) and contacting vendors for maintenance/repairs as needed.
• Contacting various staff to obtain information or relay information regarding meetings or to resolve payroll, purchasing and computer related problems.
• Coordinating efforts with Director to monitor and report on all Key Performance Indicators.

• Maintaining designated calendars, scheduling meetings, conferences and appointments.
• Preparing/providing documentation, minutes, meeting agendas, presentations, correspondence and reports as needed.
• Handling and maintaining confidential information.
• Receiving, screening and directing visitors and telephone calls.
• Providing information related to organizational policies, procedures and/or protocols.
• Contacting physicians, community members, staff, etc. within and outside Memorial Hospital and Beacon Health System to obtain and/or relay information, arrange meetings, setting appointments, preparing agendas, research problems for the Executive, etc.
• Coordinating travel arrangements, including but not limited to hotel, transportation, and registration.
• Coordinating and participating in events and projects related to the Executive’s area of responsibility.
• Providing administrative assistance to the Directors/Managers in the Executive’s service line as needed.
• Coordinating, preparing and distributing material for meetings, committees and other functions as needed.
• Organizing documentation and filing.

• Assists in securing access for all applications for new employees.
• Looking for opportunities to improve departmental operations and sharing feedback on process improvements.
• Completing annual mandatory in-services (infection control, safety, etc.).
• Completing other job-related assignments and special projects as directed.
• Appropriately maintaining the integrity and confidentiality of the patient record and other sensitive information.
• Maintaining current knowledge of location of relevant departments of the hospital.
• Establishing, maintaining and updating contact information (phone/fax) of providers.

• Attend and participate in department meetings and account for all information shared.
• Complete mandatory education, annual competencies and department specific education within established time frames.
• Complete annual employee health requirements within established time frames.
• Maintain license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilize appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adhere to regulatory agency requirements, survey process and compliance.
• Comply with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

• Leverage…