What are the responsibilities and job description for the Adminstrative Assistant, System Quality - General Quality Operations - Full Time position at Guthrie?
Position Summary
Provide system secretarial/administrative support to the Quality Department (Regulatory Compliance, Infection Control, Patient Safety, Patient Advocacy, Performance Improvement, and Quality Informatics) in addition to hospital system leaders.
Education, License, & Cert
Associates degree in secretarial sciences preferred; however, related and significant experience at the administrative assistant level may be considered in lieu of a degree.
REQUIRED SKILLS:
1. Proficient typist with knowledge of multiple software applications including all Microsoft Office applications (Word, Excel, PowerPoint)
2. Ability to use database programs, internet tools, and data management software
3. High level of communication skills; diplomacy and tact
4. Ability to maintain strict confidentiality (as this position works with confidential/sensitive material on a daily basis including patient information, medical records, etc.)
5. Able to prioritize and handle diverse workload; complete assignments on time with minimal supervision; demonstrates time management and organizational skills
Experience
Five years administrative assistant (or related secretarial) experience required. Computer skills and proficiency in multiple software programs, and willingness to learn other programs/software that become relevant and needed. Must be able to handle diverse workload, demonstrate strong multitasking capability, exercise solid, professional, individual judgment within limits of standard practice. Must have the ability to work well under pressure and maintain composure with a pleasant, positive, professional attitude. Must be motivated, energetic, and detail oriented. Individual must have strong interpersonal skills, be able to work independently, and possess demonstrated time management skills. Familiarity in hospital or medical setting desired.
Essential Functions
ADMINISTRATIVE – provides administrative functions for designated system hospital departments.
1. Provides administrative and secretarial support to include scheduling meetings, preparing audits, maintaining attendance and educational files, confirming attendance, typing, filing, copying and preparation of documents (letters, memos, reports, forms, etc.) for mailing or distribution
2. Oversees internal system for a patient/representative to “Submit a Concern” and enters submissions into reporting system in a timely manner.
3. Creates, maintains, and proofreads a variety of department documents, correspondence, and presentations for internal or external distribution.
4. Procures necessary departmental Quality reports and external department presentations for monthly hospital Quality Committee Meetings and other Quality Department Committees. Ensures standard format is utilized and materials are finalized prior to the meeting.
5. Performs annual review of all Quality Department Committee Charters ensuring the executive sponsor and department sponsor updates as necessary.
6. Prepares and distributes reports, data, etc. to relevant staff members and leaders.
7. Prepares and displays information in a variety of formats for formal and informal presentation using PowerPoint, Excel, Word, etc. to meet audience needs.
8. Communicates information to staff members and leaders as required.
9. Provides administrative support for patient related activity.
10. Answers and screens incoming telephone calls and directs the call to the appropriate individual. Must be sensitive to calls concerning patient related issues. Takes detailed and accurate messages as required, and relays messages to appropriate individual in a timely manner. May communicate and respond to staff, provider, and vendor inquiries.
11. Greets and assists patients, patient families, and visitors to the department. Directs them to the appropriate individual.
12. Sorts and distributes mail delivered to the department.
13. Completes and submits financial documents including check requests, purchase requisitions, etc. via software management system (Oracle)
14. Attends identified meetings, prepares agenda, meeting materials, and records minutes.
15. Maintains electronic calendars and coordinates schedules for assigned departments.
16. Coordinate travel arrangements for departments.
17. Monitors and orders office supplies, equipment, and furniture for the department. Schedules department equipment and facility repairs.
18. Updates and maintains shared drive files and folders.
19. Assists in planning, development and coordination of environmental rounding schedules
20. Tracers with AMP program administrator
21. Assists with promoting a survey ready environment
Other Duties
This description is not intended to be all-inclusive, and other duties may be assigned as necessary in the performance of this position.
Provide system secretarial/administrative support to the Quality Department (Regulatory Compliance, Infection Control, Patient Safety, Patient Advocacy, Performance Improvement, and Quality Informatics) in addition to hospital system leaders.
Education, License, & Cert
Associates degree in secretarial sciences preferred; however, related and significant experience at the administrative assistant level may be considered in lieu of a degree.
REQUIRED SKILLS:
1. Proficient typist with knowledge of multiple software applications including all Microsoft Office applications (Word, Excel, PowerPoint)
2. Ability to use database programs, internet tools, and data management software
3. High level of communication skills; diplomacy and tact
4. Ability to maintain strict confidentiality (as this position works with confidential/sensitive material on a daily basis including patient information, medical records, etc.)
5. Able to prioritize and handle diverse workload; complete assignments on time with minimal supervision; demonstrates time management and organizational skills
Experience
Five years administrative assistant (or related secretarial) experience required. Computer skills and proficiency in multiple software programs, and willingness to learn other programs/software that become relevant and needed. Must be able to handle diverse workload, demonstrate strong multitasking capability, exercise solid, professional, individual judgment within limits of standard practice. Must have the ability to work well under pressure and maintain composure with a pleasant, positive, professional attitude. Must be motivated, energetic, and detail oriented. Individual must have strong interpersonal skills, be able to work independently, and possess demonstrated time management skills. Familiarity in hospital or medical setting desired.
Essential Functions
ADMINISTRATIVE – provides administrative functions for designated system hospital departments.
1. Provides administrative and secretarial support to include scheduling meetings, preparing audits, maintaining attendance and educational files, confirming attendance, typing, filing, copying and preparation of documents (letters, memos, reports, forms, etc.) for mailing or distribution
2. Oversees internal system for a patient/representative to “Submit a Concern” and enters submissions into reporting system in a timely manner.
3. Creates, maintains, and proofreads a variety of department documents, correspondence, and presentations for internal or external distribution.
4. Procures necessary departmental Quality reports and external department presentations for monthly hospital Quality Committee Meetings and other Quality Department Committees. Ensures standard format is utilized and materials are finalized prior to the meeting.
5. Performs annual review of all Quality Department Committee Charters ensuring the executive sponsor and department sponsor updates as necessary.
6. Prepares and distributes reports, data, etc. to relevant staff members and leaders.
7. Prepares and displays information in a variety of formats for formal and informal presentation using PowerPoint, Excel, Word, etc. to meet audience needs.
8. Communicates information to staff members and leaders as required.
9. Provides administrative support for patient related activity.
10. Answers and screens incoming telephone calls and directs the call to the appropriate individual. Must be sensitive to calls concerning patient related issues. Takes detailed and accurate messages as required, and relays messages to appropriate individual in a timely manner. May communicate and respond to staff, provider, and vendor inquiries.
11. Greets and assists patients, patient families, and visitors to the department. Directs them to the appropriate individual.
12. Sorts and distributes mail delivered to the department.
13. Completes and submits financial documents including check requests, purchase requisitions, etc. via software management system (Oracle)
14. Attends identified meetings, prepares agenda, meeting materials, and records minutes.
15. Maintains electronic calendars and coordinates schedules for assigned departments.
16. Coordinate travel arrangements for departments.
17. Monitors and orders office supplies, equipment, and furniture for the department. Schedules department equipment and facility repairs.
18. Updates and maintains shared drive files and folders.
19. Assists in planning, development and coordination of environmental rounding schedules
20. Tracers with AMP program administrator
21. Assists with promoting a survey ready environment
Other Duties
This description is not intended to be all-inclusive, and other duties may be assigned as necessary in the performance of this position.