Administrative Assistant Hospice IPU

Who We Are

St. Francis Healthcare System of Hawai'i uplifts families through compassionate care and a strong commitment to community. Guided by our mission to provide excellent, 'ohana-centered hospice and supportive services, we remain rooted in our core values of grace, peace, unity, and legacy. Every team member plays a vital role in living this mission with heart, dedication, and a spirit of service. We cultivate a supportive environment where excellence is nurtured, teamwork is celebrated, and each person's contribution is valued. At St. Francis, healthcare is more than a profession-it's a calling. We welcome you to join our team and help carry forward our legacy of caring for Hawai'i's people with purpose and aloha.

Summary of Job Duties:

Assists the Hospice Manager in all aspects of day-to-day operations. Responsible for providing administrative assistance and secretarial support. Requires attention to detail, flexibility and involves high degree of confidential information.

Essential Job Duties

Administrative and Secretarial Support:

• Assists the Hospice Manager in all aspects of day-to-day operations (including filling the 6-week master schedule, replacing and rescheduling staff as needed.
• Helps to maintain calendar, tickler file and schedule for the Hospice Manager, including records of appointments and meetings.
• Maintains employee information related to job performance, certifications and employee health, work schedules. Follows up to ensure timely compliance with all due dates.
• Assists with timecard verification of entries into Kronos.
• Maintains calendars and schedules for the Hospice Manager.
• Establishes and maintains accurate files (both paper and electronic) with cross-referencing of related files to allow for easy accessibility). Prepares for scheduled meetings.
• Maintains confidentiality and integrity of records, reports, letters, accounts, minutes and other information handled within the position.
• Serves as administrative support to department staff.
• Prepares meeting materials and coordinates meetings.
• Sends notifications to members of committees, agencies, or other persons involved in meetings.
• Follows through with reservations of meeting rooms and other settings, including meals and refreshments as needed, when scheduling meetings.
• Attends meetings, as directed, for the purpose of drafting and/or transcribing minutes.
• Maintains high level of confidentiality and integrity of records, reports, letters, accounts, minutes, and other information handled within the position.

Communication:

• Maintains office communication, answering and re-routes calls, takes thorough messages, and interacts with peers in an effective, supportive and participative manner.
• Maintains a pleasant and efficient office environment. Remains proficient and maintains diplomacy under pressure, such as those presented by workload and time constraints.
• Maintains effective work relationships with all employees, patients, families and visitors, clients and public.
• Uses discretion and maintains confidentiality, as appropriate, in all business dealings.
• Receives and greets patient, families, staff, visitors or clients; ascertains their needs and directs them accordingly.
• PERFORMS OTHER RELATED DUTIES AS NEEDED