Administrative Assistant AHN

34006 Navicent Health Medical Center - Patient Placement

Full time

Yes

40

Monday-Friday 8am-5pm

Pay Range

$18.50 - $27.75

Major Responsibilities:

• Performs administrative duties for HR Director, including scheduling appointments, coordinating meetings, maintaining calendar, making travel arrangements, handling incoming/outgoing correspondence, etc.
• Acts as Editor for Human Resources department, including managing the T&A system, reviewing employee time cards, making adjustments as necessary to individual records.
• Completes bank transactions, including maintaining appropriate documentation for statement reconciliation, general ledger and audit trail and receives cash and writes receipts, assuring security of cash at all times.
• Manages Educational Assistance Program.  Enters installment payments accurately.  Makes timely deposits of payments.  Notifies Information Services of General Ledger information.  Audits loans quarterly.  Corresponds with applicants on current status of loan.  Prepares loan check requests and forward to accounting.
• Serves as Department Based Educator
• Orders supplies.  Compare cost for best value.
• Performs special projects as assigned.
• Participates in departmental strategic planning initiatives and demonstrates commitment to achieving organizational goals.
• Maintains high degree of confidentiality.
• Consistently exhibits professionalism and tact when dealing with difficult employees, customers, or situations.
• Promotes a safe working environment for CGHS employees. Educates HR staff on hazard identification, assists with reporting of hazards, and quickly reacts to hazards identified within the department
• Demonstrates a high degree of dependability and confidentiality. Utilizes various computer applications to process forms, committee meetings material, and other documents at an expert level. All Microsoft Office Applications, Publisher, API, Other programs as needed.
• Provides administrative support in the management of financial operations.  Orders and maintain supplies necessary for daily operations, including but not limited to, offices supplies, forms, and minor equipment for administrative department.  Performs business functions (check request; pay medical director fees, travel, equipment, etc.)
• Provides clerical and secretarial support.  Develops and maintains an organized filing system for correspondence and projects.  Receives, reviews, and distributes mail.  Transcribes, archives, and distributes minutes.  Types documents as required. Creates and manipulates complex spreadsheets as needed.  Completes various mailings, copy center requests, and coordinates distribution.
• Serves as receptionist for department.  Greats all visitors and directs them to appropriate person.  Receives deliveries and coordinates service calls.  Communicates with physician offices, vendors and other internal and external customers by utilizing operational excellence skills.  Takes messages and distributes to appropriate person in a timely manner.  Distributes communication material in a timely and efficient manner.
• Organizes events and meetings as assigned including resources, material and location.  Coordinating schedule/calendar.  Coordinating facility, meals, and material.  Education and In-service sessions.
• Provides administrative support for special projects. Coordinates movers for equipment and furniture.  Coordinates printed material.  Serves as liaison between department and vendors
• Maintains organization of department information.  Implements and maintains efficient, effective, and useful filling system for department.  Ensures correct filing of all required documents on a daily basis.  Maintains labeled, functional files. 
• Maintains and manages Executive Director’s schedule and multiple Practice Administrators schedules and department meeting schedules.   Maintains on-line calendars and schedules.  Distributes calendars and schedules to various departments.  Confirms appointments daily and notifies attendees of changes.  Coordinates meeting locations and material
• Assists Department Directors with Human Resource duties.  Maintains department based personnel files.  Completes and revises PARs as required.  Maintains employee and physician PAL, Holiday.  Assists with staffing needs through external agencies as required.  Accesses and manages open positions utilizing the on-line Position Manger program, creating on-line requisitions, distributing resumes, and creating interview schedule for hiring manager.  Utilizes “Foot Prints” program to request system access for employees.  Serves as “buddy” for new employee orientation program.  Participates in departmental orientation program
• Coordinates all travel requests for department.  Arranges travel and accommodations for physicians and staff as requested. Completes and processes check requests, travel and registration paperwork and expense reports

Licensure, Registration, and/or Certification Required:

Education Required:

Associate’s degree in secretarial science or high school diploma/GED and two years of secretarial experience.

Experience Required:

A minimum of three years of secretarial experience (in addition to the two years required for high school education).

Knowledge, Skills & Abilities Required:

Must be able to type 70wpm and demonstrate knowledge and skills associated with Microsoft Word, Excel and Powerpoint

Physical Requirements and Working Conditions:

Must be able to use visual acuity to see monitor screen, computer and hard copy materials.  Must be able to hear and verbally communicate in person and over the phone or radio. Must be able to sit for prolonged periods of time (up to 2 hours).  Must be able to comprehend and learn operation of various office equipment.  Must have functional range of motion of the cervical, thoracic and lumbar spines, upper and lower extremities with a grip strength of 50-60# specific to job evaluation.  Must be able to forward reach, overhead reach, bend, squat, kneel and apply proper body mechanics during the transfers and transport supplies and/or equipment using proper body mechanics. Must be able to lift up to 10# specific to job evaluation

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program