Administrative Assistant

Administrative Assistant

Pay range : $22.91 - $32.07 per hour, based on experience. This full-time position will support Surgical Services and comes with a comprehensive benefits plan that includes medical, dental, vision, a 403(b) retirement plan, and a generous Earned Time Off (ETO) program.

St. Charles Health System provides office services for assigned leaders and departments by implementing administrative systems, procedures and policies, and monitoring projects. Administrative Assistants are responsible for providing excellent customer service to all St. Charles Health System caregivers, providers, and visitors in person and via telephone.

This position does not directly manage any other caregivers.

Provides support within the administrative suite through professional and positive communications, clerical functions, project coordination, calendaring, and problem solving for the assigned directors and departments. May support other members of the management team as requested.

Coordinates functions of various committees by scheduling meetings, coordinating communications, and record keeping.

Drafts reports, letters, minutes, and other materials.

Provides technical, audio visual, desktop publishing (Outlook, Excel, Word, Publisher, Visio, and Power Point) expertise in program applications and technologies for caregivers.

Develops and / or helps maintain visual management for operations, department metrics, regulatory requirements, and projects as requested by directors.

Provides support to achieve and maintain compliance with all local, state, and national health care guidelines, rules, and regulations (Joint Commission, Medicare / CMS, Health Division, ISO, etc.).

Manages the invoice and check request processes from initial request through final payment.

Reserves and arranges meeting rooms, sends appointments, and takes minutes for meetings as designated by Directors and leadership team.

Coordinates office supplies inventory and responsible for stocking supplies, managing office equipment, coordinating service and maintenance, as necessary.

Supports the vision, mission, and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients, and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies, and procedures, supporting the organization's corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and / or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

Education : Required : High school or GED. Preferred : Bachelor's degree.

Licensure / Certification / Registration : Required : N / A. Preferred : Professional Administrative Certification of Excellence (PACE).

Experience : Required : Minimum two (2) years administrative support or office management experience. Preferred : Three (3) years' experience in an Administrative / Executive Assistant level role, including proficiency at handling multiple tasks. Previous hospital or healthcare experience. Knowledge of medical terminology.

Personal Protective Equipment : Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

Physical Requirements : Continually (75% or more) : Use of clear and audible speaking voice and the ability to hear normal speech level. Frequently (50%) : Sitting, standing, walking, lifting 1-10 pounds, keyboard operation. Occasionally (25%) : Bending, climbing stairs, reaching overhead, carrying / pushing or pulling 1-10 pounds, grasping / squeezing. Rarely (10%) : Stooping / kneeling / crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle. Never (0%) : Climbing ladder / step-stool, lifting / carrying / pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors : Never (0%) : Heat, cold, wet / slippery area, noise, dust, vibration, chemical solution, uneven surface. Blood-Borne Pathogen (BBP) Exposure Category : No Risk for Exposure to BBP.

Schedule Weekly Hours : 40

Caregiver Type : Regular

Shift : First Shift (United States of America)

Is Exempt Position? No

Job Family : ASSISTANT

Scheduled Days of the Week : Monday-Friday

Shift Start & End Time : 8a-5p