Department:2 South - Medical / Surgical, 60701
The Administrative Assistant, is the confidential assistant to one or more Directors, provides administrative, secretarial, and clerical support to the Directors and their supervisors. The Administrative Assistant works under minimal supervision on projects involving independent judgment, initiative and tact; and exercises discretion and personal judgement in all assignments. The Administrative Assistant positively represents the Directors with all public interactions and reflects the hospital mission in all activities.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements 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.
Two year AA degree in business or related field. Equivalent experience may substitute for educational background
CONTINUING EDUCATION & COMPETENCY REQUIREMENTS:
Continuing education and/or licensing requirements:
Annual education, as determined by the Director, Patient Care Services.
Must be able to operate a computer and office equipment proficiently. Must have a good command of the English language. Medical terminology preferred. Must have accurate typing (keyboard) skills, with a minimum proficiency of 50 words per minute. Must have experience with time card processing and scheduling. Experience with Kronos desired. Attention to detail and processing time cards accurately is essential to this job.
KNOWLEDGE / SKILLS / ABILITIES:
Demonstrated skills in collaboration, teamwork and problem-solving to achieve goals. Demonstrated skills in verbal communication and listening. Demonstrated skills in providing excellent service to customers. Job performance is based solely on the individual's ability to perform the essential job functions. This position may require the ability to participate in lifting heavy objects.
ACCOUNTABILITIES AND ESSENTIAL JOB FUNCTIONS:
Acts as a confidential secretary to Director, Patient Care Services. Maintains confidentiality of all information, written or verbal. Works independently while demonstrating good judgment. Maintains policy, procedure, unit specific and various other department manuals. Maintains unit specific policy and procedure manuals in Speedsearch system. Creates training tools to promote staff usage of Speedsearch system. Prepares and posts meeting announcements and agendas on appropriate units prior to meeting date. Arranges meeting facilities and attends various staff and committee meetings taking and distributing accurate minutes. Volunteers and participates in activities and committees other than those required. Maintains technical competency while consistently prioritizing workload to meet changing demands for project completion. Is proficient in the use of office equipment. Develops and manages various filing and archival systems. Recommends new and efficient ways to utilize computer and paper files, enhancing office productivity. Communicates verbally and in writing with correct use of the English language. Knows and uses medical terminology appropriately. Seeks out educational opportunities and attends classes to maintain or enhance skill level. Attends one non-mandatory workshop per year. Pursues additional education relevant to position. Composes and types correspondence and reports. Develops grammatically correct text. Creates, develops and produces new forms and resource materials. Provides revisions and updates as needed. Is proactive in anticipating needs and proposes new forms when appropriate. Maintains and safeguards departmental, personnel and payroll records, assuring confidentiality. Accurately maintains and processes department payroll via automated timekeeping system (Kronos). Acts as a staff liaison for resolving payroll issues (ex: step increase and benefit issues). Practices infection control policies and procedures, as relevant to role. Communicates in a caring and professional manner with patients, family, co-workers and other medical staff. Maintains a positive attitude in adverse conditions. Maintains composure and a professional manner in crisis and in difficult situations. Communication promotes positive image of HMH. Represents Harrison in community organizations or community service and provides a positive image of Harrison Memorial Hospital. Maintains familiarity with various labor agreements, legal and regulatory requirements (FMLA, ADA, OSHA, etc.). Explains aspects of certain agreements and laws to those seeking clarification/ understanding. Reports defective or non-functioning department equipment and follows up on replacement and/or repair. Monitors excessive service calls and reports potential problems to the appropriate source. Maintains supply inventory for offices and maintains accurate purchasing records for reference purposes. Anticipates office supply usage and adequately stocks inventory in advance of need. Follows through on the interviewing and hiring process ensuring proper paperwork is completed. Ensures that new staff mailboxes are in place and provides new staff with appropriate orientation packets. Creates a system to track all new hires and new hire documents. Corrects and ensures accuracy of monthly FTE reports, sends reports to nursing office within specified timeframe. Coordinates three-month, annual, and re-evaluations with Director and PCS. Ensures that all evaluation documents are distributed and follows through on completion of evaluations. Keeps Director informed of evaluation status. Creates staff schedules in the automated timekeeping system (Kronos) on a monthly basis ensuring that staff schedules are posted by assigned deadline. Updates changes in system when notified. Must have regular, reliable, predictable attendance in performance of essential job functions.
During an emergency, disaster, or catastrophic event, which places life or property in jeopardy, employee may be assigned to any disaster service activity that promotes the protection of public health and safety. Assignment might require serving at a location, at times and/or under conditions that significantly differ from employee's normal work assignments. As an employee of Harrison Medical Center, employee may be directed to perform a role other than their regular job, by a superior or by law.