Administrative Assistant

Job Title: Administrative Assistant

Department: Quality Safety Anesthesia Medical

Reports To: Quality & Safety Director Anesthesia Manager VP of Medical Affairs

Location: Hospital

FLSA Status: Non-Exempt

Job Summary:

The Administrative Assistant provides administrative support to the Quality Safety Care Management (UR/CDI & Social Services) Anesthesia and Medical Staff service areas.

Essential Duties & Responsibilities for All Administrative Assistants:

1. Provides outstanding customer service to all internal colleagues and external customers both in person on the phone and in email or written correspondence.
2. Responds to and assists with as many customer requests as possible and implements action to resolve issues. Ensures that requests for action or information are relayed to the leader or appropriate individuals in leaders absence.
3. Delivers a broad and varying range of administrative support for department leaders to ensure efficient utilization of time.Support includes and is not limited to managing mail supplies filing systems vendors and visitors performance evaluation processes and myLearning reporting.
4. Proactively manages calendars for leaders on a daily basis including scheduling meetings coordinating meeting logistics and AV needs.Must be able to schedule around calendar conflicts or complex calendars with little direction.
5. Schedules various meetings as requested including agenda preparation meeting minute completion and distribution of meeting materials.
6. Provides electronic document management support for contracts and policies and procedures for multiple departments.
7. Coordinates and assembles information for departmental correspondence to facilitate on-going communications and efficient department operations.
8. Independently prepares correspondence including letters and memos presentations spreadsheets and meeting packets using Microsoft Office tools and must be proficient in each application.
9. May assist with timekeeper support as requested depending on the department served.
10. Serves as back up to other administrative support as needed.
11. Serves as a back-up to cover door screening duties as requested for variable amounts of time.
12. Performs all other related duties as assigned.

Essential Duties & Responsibilities for this service area Administrative Assistant:

1. Maintains and appropriately files accurate minutes for Clinical Service Line (Medical Staff) Committee meetings. Assures committee minutes requiring Board level approvals are appropriately forwarded.
2. Provides coordination of Clinical Service Line (Medical Staff) committee membership appointments and committee charter maintenance.
3. Supports annual medical staff elections and new provider orientation
4. Maintains competency and educations files for service area as directed by leader
5. Supports data entry collection and distribution as required (i.e. Hand hygiene Survey Monkey etc.)

Accountabilities for all Employees:

1. Adheres to the Hutchinson Health Employee Values.
2. Maintains confidentiality of the organization and patients.
3. Reports any health/medical errors.
4. Observes all Environment of Care policies and reports safety risks or hazards immediately.

Education Training or Degree:

1. Associates degree preferred. In lieu of degree at least 5 years of Administrative Assistant experience required.

Experience and Skills Required for All Administrative Assistants:

1. Minimum of 5 years administrative support experience preferably in healthcare.
2. Proficient in Microsoft Office applications including Outlook Word Excel PowerPoint with the ability and willingness to learn new software applications.
3. Past experience in electronic document and contract management systems preferred.
4. Strong communication and interpersonal skills with the ability to relate to a variety of individuals and the ability to deliver outstanding customer service.
5. Strong written communication skills and the ability to independently prepare a variety of correspondence (letters emails posters etc.) which can be used internally and at times externally.
6. Highly motivated and organized person who also has the ability to work independently with little direction prioritize multi-task handle ambiguous situations and remain calm in stressful situations.
7. Strong critical thinking and judgement/decision making skills.