What are the responsibilities and job description for the PASTORAL CARE/CARDIOVASCULAR ADMINISTRATIVE ASSOCIATE position at Covenant HealthCare?
Overview:
The Administrative Associate is responsible for providing administrative support to the Director of Pastoral Care, Director of Cardiovascular Services, Clinical Pastoral Education (CPE) Program Manager as well as the Pastoral Care and Education Department. This position also assists in maintaining the Association of Clinical Pastoral Education (ACPE) accredited program. This position works to maintain and support processes of operation and acts as liaison with internal and external customers.
Demonstrates excellent customer service performance in that his/her attitude and actions are at all times consistent with the standards contained in the Vision, Mission and Values of Covenant HealthCare and the commitment to Extraordinary Care for Every Generation.
Responsibilities:
PASTORAL CARE/CPE:
Prioritizes and balances competing requests between the department, the CPE Program Manager and the Director.
Schedules interviews for resident candidates and distributes interview materials to the interview panel. Plans itinerary for resident candidate.
Assists the CPE Program Manager with new student orientation, which includes required paperwork, distribution of keys, and set-up of various technology components (door access, Epic Haiku secure chat, SharePoint). Creates, distributes, receives, and collates information on Teams forms for CPE students.
Assists in maintaining the CPE student files, keeping the accreditation portfolio up to date (student contact information for CPE surveys), assisting with CPE applications and recruitment, and advertisement. Updates the student handbook as needed.
Prepares check requests for department and CPE Program expenses and keeps the records and receipts on file. Receives and deposits student fees.
Facilitates the smooth operation of the department, which includes appointment schedules and meetings, including activities for the department staff, CPE students, duty chaplains, Eucharistic and office volunteers.
Responsible for ensuring that sympathy cards are mailed timely. Records bi-weekly stats for the Managing for Daily Improvement (MDI) report.
Coordinates Covenant burial services (for miscarriages) with the chaplains, including sending out the invitation letters, collecting RSVPs, preparing the name cards and typing the bulletins. This also includes ordering the wind chimes that are distributed at the service. Assembles the kits for perinatal loss which contain a blanket, certificate, and sympathy card which the chaplains use when called to a loss at Harrison and/or the Emergency Care Center.
Liaison for pastoral referrals from nurses, pastors/community churches, patients and family members and contacts the appropriate chaplain for follow-through.
Coordinates department coverage including the monthly schedules in Work Force Management (WFM) and Excel as well as the back-up chaplains’ schedules in Word. Collects and maintains Paid Time Off and Earned Sick Time (EST) records for residents and EST records for full-time staff, and maintains the attendance and tardy records for non-exempt employees and the CPE students. Responsible for entering shifts in WFM and monitors the system for any potential occurrences and discrepancies.
Primary support for the Director, CPE Program Manager, staff, students, and duty chaplains. This includes answering the telephone, greeting visitors to the office, assisting the department with problem solving, and overseeing the ordering and distribution of department supplies which include office supplies, printed material, and books for the CPE program.
Responsible to contact an ethics committee member when an ethics consult is requested.
Schedules department, Ethics Committee, Pastoral Education Consultation Committee (PECC), and Pastoral Care Committee meetings. Responsible for preparing agendas, sending out invitations, attending, taking minutes, and typing minutes for each meeting. Prepares for PECC meetings including sending invites and making room reservations. Plans resident and intern graduations.
Types memos, letters, minutes, and other professional documents, including evaluations for the Director and CPE Program Manager. This may include typing peer reviews for the annual appraisals as requested.
Assists with preparing for the department’s activities which include Ash Wednesday and Good Friday services, Pastoral Care Week, the Blessing of the Hands, and the intern and resident graduation services. Preparation includes purchasing the required supplies for each activity, preparing flyers, creating materials, coordinating sign-up sheets, and working with catering and any outside vendors.
Represents Covenant HealthCare Department of Pastoral Care and Education in person, by phone and/or email. Responsible for relationship building with staff chaplains, duty chaplains, students, Eucharistic ministers, office volunteers, local churches, and members of the Pastoral Education Consultation Committee, Pastoral Care Committee, and Ethics Committee.
Administers N95 fit tests on all members of the Department of Pastoral Care and Education (except for those exempt or working a weekend shift).
Other duties as assigned.
CARDIOVASCULAR SERVICES:
Responds to incoming telephone calls.
Schedules in-house and off-site meetings, events and seminars and ensure all necessary arrangements are made. Records meeting minutes. Helps prepare meeting materials and distributes them to groups in a timely manner.
Maintains director’s daily schedule/calendar. Helps process PO’s, invoices, and other requests. Generates materials and reports in an accurate manner.
Maintains current ACLS and BLS credentialing/certification records for employees in the Cardiovascular Services Departments.
Tracks and records all mandatory competencies including MTM’s for all Cardiovascular Services staff.
Maintains current credentialing files for providers.
Help with provider credentialing for all sites that care is provided.
Coordinates activities with partner organizations including, but not limited to, CMU Medical Residents/Students Creates forms, banners and posters for the Cardiovascular Services Department.
Generates and distributes policies and guidelines for the Department of Cardiovascular Services.
Processes disciplinary action/counseling reports, staff evaluations and Alternate Dispute Resolution responses for department leadership as directed.
Opens and distribute department mail in a timely manner.
Processes conference registrations and reimbursement for department staff including arranging travel plans, accommodations, and documenting expenses for budgeting purposes.
Other duties as assigned.
Qualifications:
EDUCATION/EXPERIENCE REQUIREMENTS
Associate’s Degree required.
Bachelor’s Degree preferred.
Training in office, secretarial, or computer field preferred.
Minimum of one year of secretarial experience preferred.
KNOWLEDGE/SKILLS/ABILITIES
Computer competency, including Microsoft Office.
Excellent oral and written communication skills.
Demonstrated organizational skills.
Good clerical skills.
Data entry skills.
Skills in filing, compiling, and assembling documents.
Knowledge of standard office equipment.
Sound judgment in handling confidential or sensitive issues and material.
Ability to multi-task.
Demonstrates excellent interpersonal skills, ability to work effectively under pressure, and ability to work accurately despite frequent interruption.
Works independently, proactively analyzes situations, identifies alternative solutions, and makes appropriate decisions.
WORKING CONDITIONS/PHYSICAL DEMANDS
Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state, and local standards.
Frequent handling, talking, hearing.
Occasional standing, walking, lifting, carrying, stooping, twisting, reaching.
Frequent lifting up to 10 pounds.
Occasional lifting up to 25 pounds.
The Administrative Associate is responsible for providing administrative support to the Director of Pastoral Care, Director of Cardiovascular Services, Clinical Pastoral Education (CPE) Program Manager as well as the Pastoral Care and Education Department. This position also assists in maintaining the Association of Clinical Pastoral Education (ACPE) accredited program. This position works to maintain and support processes of operation and acts as liaison with internal and external customers.
Demonstrates excellent customer service performance in that his/her attitude and actions are at all times consistent with the standards contained in the Vision, Mission and Values of Covenant HealthCare and the commitment to Extraordinary Care for Every Generation.
Responsibilities:
PASTORAL CARE/CPE:
Prioritizes and balances competing requests between the department, the CPE Program Manager and the Director.
Schedules interviews for resident candidates and distributes interview materials to the interview panel. Plans itinerary for resident candidate.
Assists the CPE Program Manager with new student orientation, which includes required paperwork, distribution of keys, and set-up of various technology components (door access, Epic Haiku secure chat, SharePoint). Creates, distributes, receives, and collates information on Teams forms for CPE students.
Assists in maintaining the CPE student files, keeping the accreditation portfolio up to date (student contact information for CPE surveys), assisting with CPE applications and recruitment, and advertisement. Updates the student handbook as needed.
Prepares check requests for department and CPE Program expenses and keeps the records and receipts on file. Receives and deposits student fees.
Facilitates the smooth operation of the department, which includes appointment schedules and meetings, including activities for the department staff, CPE students, duty chaplains, Eucharistic and office volunteers.
Responsible for ensuring that sympathy cards are mailed timely. Records bi-weekly stats for the Managing for Daily Improvement (MDI) report.
Coordinates Covenant burial services (for miscarriages) with the chaplains, including sending out the invitation letters, collecting RSVPs, preparing the name cards and typing the bulletins. This also includes ordering the wind chimes that are distributed at the service. Assembles the kits for perinatal loss which contain a blanket, certificate, and sympathy card which the chaplains use when called to a loss at Harrison and/or the Emergency Care Center.
Liaison for pastoral referrals from nurses, pastors/community churches, patients and family members and contacts the appropriate chaplain for follow-through.
Coordinates department coverage including the monthly schedules in Work Force Management (WFM) and Excel as well as the back-up chaplains’ schedules in Word. Collects and maintains Paid Time Off and Earned Sick Time (EST) records for residents and EST records for full-time staff, and maintains the attendance and tardy records for non-exempt employees and the CPE students. Responsible for entering shifts in WFM and monitors the system for any potential occurrences and discrepancies.
Primary support for the Director, CPE Program Manager, staff, students, and duty chaplains. This includes answering the telephone, greeting visitors to the office, assisting the department with problem solving, and overseeing the ordering and distribution of department supplies which include office supplies, printed material, and books for the CPE program.
Responsible to contact an ethics committee member when an ethics consult is requested.
Schedules department, Ethics Committee, Pastoral Education Consultation Committee (PECC), and Pastoral Care Committee meetings. Responsible for preparing agendas, sending out invitations, attending, taking minutes, and typing minutes for each meeting. Prepares for PECC meetings including sending invites and making room reservations. Plans resident and intern graduations.
Types memos, letters, minutes, and other professional documents, including evaluations for the Director and CPE Program Manager. This may include typing peer reviews for the annual appraisals as requested.
Assists with preparing for the department’s activities which include Ash Wednesday and Good Friday services, Pastoral Care Week, the Blessing of the Hands, and the intern and resident graduation services. Preparation includes purchasing the required supplies for each activity, preparing flyers, creating materials, coordinating sign-up sheets, and working with catering and any outside vendors.
Represents Covenant HealthCare Department of Pastoral Care and Education in person, by phone and/or email. Responsible for relationship building with staff chaplains, duty chaplains, students, Eucharistic ministers, office volunteers, local churches, and members of the Pastoral Education Consultation Committee, Pastoral Care Committee, and Ethics Committee.
Administers N95 fit tests on all members of the Department of Pastoral Care and Education (except for those exempt or working a weekend shift).
Other duties as assigned.
CARDIOVASCULAR SERVICES:
Responds to incoming telephone calls.
Schedules in-house and off-site meetings, events and seminars and ensure all necessary arrangements are made. Records meeting minutes. Helps prepare meeting materials and distributes them to groups in a timely manner.
Maintains director’s daily schedule/calendar. Helps process PO’s, invoices, and other requests. Generates materials and reports in an accurate manner.
Maintains current ACLS and BLS credentialing/certification records for employees in the Cardiovascular Services Departments.
Tracks and records all mandatory competencies including MTM’s for all Cardiovascular Services staff.
Maintains current credentialing files for providers.
Help with provider credentialing for all sites that care is provided.
Coordinates activities with partner organizations including, but not limited to, CMU Medical Residents/Students Creates forms, banners and posters for the Cardiovascular Services Department.
Generates and distributes policies and guidelines for the Department of Cardiovascular Services.
Processes disciplinary action/counseling reports, staff evaluations and Alternate Dispute Resolution responses for department leadership as directed.
Opens and distribute department mail in a timely manner.
Processes conference registrations and reimbursement for department staff including arranging travel plans, accommodations, and documenting expenses for budgeting purposes.
Other duties as assigned.
Qualifications:
EDUCATION/EXPERIENCE REQUIREMENTS
Associate’s Degree required.
Bachelor’s Degree preferred.
Training in office, secretarial, or computer field preferred.
Minimum of one year of secretarial experience preferred.
KNOWLEDGE/SKILLS/ABILITIES
Computer competency, including Microsoft Office.
Excellent oral and written communication skills.
Demonstrated organizational skills.
Good clerical skills.
Data entry skills.
Skills in filing, compiling, and assembling documents.
Knowledge of standard office equipment.
Sound judgment in handling confidential or sensitive issues and material.
Ability to multi-task.
Demonstrates excellent interpersonal skills, ability to work effectively under pressure, and ability to work accurately despite frequent interruption.
Works independently, proactively analyzes situations, identifies alternative solutions, and makes appropriate decisions.
WORKING CONDITIONS/PHYSICAL DEMANDS
Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state, and local standards.
Frequent handling, talking, hearing.
Occasional standing, walking, lifting, carrying, stooping, twisting, reaching.
Frequent lifting up to 10 pounds.
Occasional lifting up to 25 pounds.
Benefits:
Health Insurance, Maternity & Paternity Leave, 401K Plan