Stormont-Vail Healthcare Department Assistant - Ambulatory in Topeka, Kansas

Summary:

Provides administrative and clerical support to the administrative staff in the ambulatory clinic.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Performs payroll according to established policies.

  • Tracks and runs reports on attendance, tardiness and overtime.

  • Generates coaching/corrective action for attendance and/or tardiness. Submits to director and/or manager for review and delivery.

  • Records and tracks FMLA and LOA per established policies.

  • Facilitates process for annual performance evaluations and competencies.

  • Maintains current department phone number list.

  • Maintains current disaster/sensaphone calling tree.

  • Tracks staff competencies, certifications and licensure requirements. Provides notification to keep staff current.

  • Assists staff to enroll in mandatory and elective education via Healthstream.

  • Serves as primary contact for Similar Mode (lab coats).

  • Maintains an organized and efficient filing system for required record keeping (includes employee files).

  • Provide monthly reports to director/Nurse Manager/Clinic Nurse Manager, including, but not limited to:

  • Budget reports

  • RVU reports

  • Departmental expense distribution

  • Manages office and medical supplies and enters orders through PMM and/or Office Max.

  • Types correspondence and other documents as needed.

  • Sort and/or read incoming mail and documents addressed to department or director. Forward and/or follow up as appropriate.

  • Reviews expense reimbursement forms prior to submitting to director.

  • Applies appropriate cost center and expense codes to invoices for department and submits to Accounts Payable in a timely fashion. Obtains director approval as appropriate.

  • Facilitates all observations within the department.

  • Arranges programs and events for the department. Facilitates catering as needed.

  • Communicates effectively with director, nurse manager, clinical nurse manager, clinical staff, support staff, physicians, advanced practice providers and all internal and external customers.

  • Maintains professional appearance and presentation.

  • Supports management by providing various administrative duties. Coordinates and maintains effective office procedures and efficient workflows. Implement procedures to assure effective work flows are maintained.

  • Schedule appointments and maintain manager’s calendar as needed. Make arrangements for and coordinate meetings (department, division, system), including but not limited to: preparing agendas and recording minutes).

  • Receive and assist visitors and telephone calls. Refer to the appropriate person.

  • Compose and/or organize complex paper or electronic documents for director’s signature including confidential correspondence.

  • Prepare communication outlined by oral or written directions.

  • Maintains databases, spreadsheet files and department shared drive.

  • Responsible for entering facility work orders and following through to completion.

  • Perform other duties as assigned or as judgement necessitates.

  • Assist with arranging business itineraries and travel as needed.

  • Establish and maintain harmonious working relationships with superiors, co-workers, physicians and customers.

  • Must be able to reorganize schedule to accommodate workload demands as needed.

  • Assumes responsibility for the management of projects and maintains multiple ongoing projects without intervention from supervisor.

  • Ability to be a self-starter, complete work independently and prioritize daily duties.

  • Maintain a neat and well-organized work space.

  • Maintains close daily contact with the director/manager to facilitate and expedite department operations.

    Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

High School Diploma/GED and one year of demonstrated secretarial or clerical work experience required; college degree preferred. Experience with computer systems (Excel, Power Point, Word). Experience with copy machines, scanners, fax machines and printers. Understanding of medical terminology preferred. Non-tobacco user preferred.