TheTechnical Assistant is responsible for providing administrative and secretarialsupport for the Director, Managers, Clinical Coordinators and staff of one ormore departments. including record and manual maintenance, establishingessential presentations and databases, extensive travel arrangements and firstline interactions regarding internal/external customer concerns.

Essential Job Functions

• Maintains department(s) databases, primary records,manuals, and reference materials. Duties include system maintenance and dataintegrity for multiple system applications which may reside on more than oneinformation system. Designs and produces correspondence, memorandums,documents, forms, newsletters, reports, metrics, and data graphs for projectsand programs based on needs identified by the staff and leadership for thedepartment(s) and/or organization.
• Provides administrative and secretarial support toDirectors, Managers, Clinical Coordinators and their staff for one or moredepartments including receiving and assisting visitors/callers, file and recordmanagement, telephones, meeting preparation and minutes, etc. Coordinatesfunctions for identified department staff including physicians if applicable.Duties may include but are not limited to:
• Coordinating and maintaining appointment calendars.
• Arranging meetings and preparing agendas, meeting noticesand presentation materials.
• Attend and transcribe meeting minutes.
• May monitor allocation of expenses to appropriate costcenters.
• Obtaining special services as needed.
• Appropriate supply maintenance.
• Site, material, and equipment preparation for events,meetings, educational offerings and presentations.
• May assist in collating and scheduling departmentevaluations for Director and Managers.
• Responsible for arrangement, typing, distribution andmaintenance/revision of Billings Clinic policies and procedures. Coordinateswith management staff to revise policies and procedures (department-specificand hospital-wide).
• Coordinate with and assist Directors, Managers,Clinical Coordinators and their staff with travel arrangements including but notlimited to:
• Research costs and assist with initial paperwork forrequest for travel.
• Complete Billings Clinic Business Travel/EducationExpense form, including estimated expenses.
• Work with outside vendors to arrange approved travelexpenses (i.e. hotel, airline reservations, registration).
• Obtain necessary signatures for approval; submitexpense forms to accounting to request pre-payment of approved hotel, airline,and registration expenses.
• Complete “Actual Expenses” portion of the Billings ClinicBusiness Travel/Education Expense form. Submit airline ticket stubs, detail ofhotel charges, and receipts for reimbursable expenses to Accounting and otherentities if applicable.
• Performs other duties as assigned or as needed to meetthe needs of the department/organization including but not limited to:
• Communicates appropriately with internal/externalcustomers to identify concerns and issues, identifies routing to appropriateresources, and follows up to ensure all matters requiring attention areaddressed promptly and efficiently.
• May assist with work across departmental lines asneeded to meet organizational needs.
• Acts as a resource to Billings Clinic Leadership andSupervisory staff.
• Identifies needs and sets goals for own growth and development;meets all mandatory system/departmental requirements.
• Maintains competency in all organizational,departmental and outside agency requirements relevant to job performance.
• May represent department in delegated committees andmeetings.