Essential Job Functions

Maintains department(s) databases,primary records, manuals, and reference materials. Duties include systemmaintenance and data integrity for multiple system applications which mayreside on more than one information system.

Designs and produces correspondence,memorandums, documents, forms, newsletters, reports, metrics, and data graphsfor projects and programs based on needs identified by the staff and leadershipfor the department(s) and / or organization.

Provides administrative andsecretarial support to Directors, Managers, Clinical Coordinators and theirstaff for one or more departments including receiving and assistingvisitors / callers, file and record management, telephones, meeting preparationand minutes, etc.

Coordinates functions for identified department staffincluding physicians if applicable. Duties may include but are not limited to :

• Coordinating and maintainingappointment calendars.
• Arranging meetings and preparingagendas, meeting notices and presentation materials.
• Attend and transcribe meetingminutes.
• May monitor allocation ofexpenses to appropriate cost centers.
• Obtaining special services asneeded.
• Appropriate supply maintenance.
• Site, material, and equipmentpreparation for events, meetings, educational offerings and presentations.
• May assist in collating andscheduling department evaluations for Director and Managers.
• Responsible for arrangement,typing, distribution and maintenance / revision of Billings Clinic policies andprocedures. Coordinates with management staff to revise policies and procedures(department-specific and hospital-wide).
• Coordinate with and assistDirectors, Managers, Clinical Coordinators and their staff with travelarrangements including but not limited to :
• Research costs and assist withinitial paperwork for request for travel.
• Work with outside vendors toarrange approved travel expenses (i.e. hotel, airline reservations,registration).
• Obtain necessary signatures forapproval; submit expense forms to accounting to request pre-payment of approvedhotel, airline, and registration expenses.
• Complete Actual Expenses portion of the Billings Clinic Business Travel / Education Expense form. Submitairline ticket stubs, detail of hotel charges, and receipts for reimbursableexpenses to Accounting and other entities if applicable.
• Performs other duties as assignedor as needed to meet the needs of the department / organization including but notlimited to :
• Communicates appropriately withinternal / external customers to identify concerns and issues, identifies routingto appropriate resources, and follows up to ensure all matters requiringattention are addressed promptly and efficiently.
• May assist with work acrossdepartmental lines as needed to meet organizational needs.
• Acts as a resource to BillingsClinic Leadership and Supervisory staff.
• Identifies needs and sets goalsfor own growth and development; meets all mandatory system / departmentalrequirements.
• Maintains competency in allorganizational, departmental and outside agency requirements relevant to jobperformance.
• May represent department in delegatedcommittees and meetings.
• Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations.

Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.

Performs all other duties as assigned or as needed to meet the needs of the department / organization.

Minimum Qualifications

Education

High School or GED equivalent

Experience

One (1) year of progressiveexperience in coordinating activities and information / data maintenancepreferably in a health care field.

Prior experience must also have includedinteractive responsibilities with staff and public.

College coursework in businesspractices, medical terminology or other healthcare related areas preferred.

Employee Benefits

Billings Clinic Employees

Billings Clinic is a best place to work because if its people. The collegial atmosphere, teamwork, pride in care, and numerous opportunities to grow both personally and professionally help keep our amazing employees here caring for patients.

State of the art facilities and advanced technology gives the health care professionals the tools to provide advanced health care in a healing environment.

• 2019 Billings Chamber of Commerce Employer of the Year
• 2019 Becker’s 50 Best U.S. Companies to work For
• 2019 Women’s Choice Award for America’s Best Hospitals for Patient Experience
• LivAbility One of the Top 25 Best Places to Live in America
• 2016 Outside Magazine’s America’s Best Town

Employees have the opportunity to make a difference in the lives of each other and our patients, making this a truly meaningful place to work.

The organization also offers employees the opportunity to engage in numerous councils and educational opportunities leading to career growth and involvement in decision making and important initiatives.

Beyond giving great care, employees’ ideas and insights are valued at every level of the organization.

At Billings Clinic, it is important to celebrate milestones and ensure that employees feel valued. Recognitions such as the DAISY or BEE Awards, Years of Service and the employee recognition program give everyone the opportunity to show encouragement toward team members who go the extra mile.

Billings Clinic offers excellent benefits and salaries, education assistance, paid time off, and learning plans for career growth.

The combination of excellent benefits, strength of the organization and meaningful work make Billings Clinic one of the best places to spend a career in health care.

Billings, Montana is a friendly college community located near the magnificent Rocky Mountains with great exciting outdoor recreation just minutes from home.

Billings has great parks, trails, public lands, thriving restaurants, excellent schools, safe neighborhoods, and abundant events and family activities.

Explore some of the Billings Clinic employee benefits

Health

BeWell -An employee wellness program with initiatives and resources around Health, Finance, Personal Growth, and Community.

Programs include free blood screenings, flu shots, biometric screenings, health assessment, incentives such as insurance premium discounts for participation.

Medical -Billings Clinic offers a comprehensive self-insured health plan, including a traditional PPO plan and an HSA plan.

The benefit is available to full or part time employees.

• Pharmacy- Our medical plan includes prescription benefit coverage and prescriptions can be filled at the Atrium Pharmacy on our campus with a mailing service available to employees who reside outside of Billings.
• Dental- Preventive and Comprehensive plans include preventive and major dental services such as fillings, extractions, bridgework, dentures and crowns.
• Vision- A vision plan is available; which covers a routine eye exam and provides an allowance for the purchase of frames, lenses or contact lenses.
• Flexible Spending Accounts- We offer two types of spending accounts : health care and dependent care. Both allow you to pay certain expenses with pre-tax dollars.
• HSA Savings Accounts- We offer an HSA savings accounts and an employer contribution for full time employees.

Short Term Disability / Medical Leave -Billings Clinic provides a short term disability medical plan which provides employees with days to use in the event of an extended illness or injury.

Financial

• Paid Time Off -Billings Clinic recognizes an employee's need to balance work and family life. Billings Clinic provides a paid time off benefit which affords employees the opportunity to have time off with pay.
• Retirement Plans -Billings Clinic provides a defined contribution pension plan and a 403(b) tax deferred savings plan with matching contributions.

These plans offer employees the opportunity to save for their retirement years with a variety of investment options available.

• Flexible Spending Accounts- We offer two types of spending accounts : health care and dependent care. Both allow you to pay certain expenses with pre-tax dollars.
• HSA Savings Accounts- We offer an HSA savings accounts and an employer contribution for full time employees.

Tuition reimbursement and / or assistance programs are available for certain positions.

Employee Crisis Fund -Provides limited financial assistance to Billings Clinic employees who need immediate aid.

Growth & Community

• Employee Assistance Program (EAP)- Billings Clinic recognizes that mental well-being is connected to physical health. We offer employees and their eligible dependents, at no cost, four sessions of mental health related services through our confidential EAP program.
• Billings Clinic Parent Network (BCPN) -A unique group to support the employees who also wear the hat of parent . The group meets monthly to discuss the challenges of being a working parent and provides encouragement and support.
• Cafeteria and Commons Café- meal subsidies
• Bicycle-friendly business- Bronze award winner by the League of American Bicyclists
• Tuition reimbursement and / or assistance programs are available for certain positions.
• Leadership training
• Employee recognition programs such as the Bee Award for outstanding team members, Daisy Award for nursing excellence, Great-Catch Award (safety), Years of Service award, YAG awards.

Several employee recognition events throughout the year such as the food truck outdoor event, hot cocoa bar event, etc. to promote fun and employee recognition.

• Free or discounted tickets to local entertainment and sporting events
• Club Billings Clinic offers employees discounts at numerous local businesses and service providers
• Lactation facilities for new mothers.
• 360-degree performance reviews
• Our organization promotes sustainable or green practices.
• Identity Theft Protection and Emergency Travel Assistance
• Business education, continuing education credit assistance
• Formal career development and job advancement programs
• Actively supports community service initiatives, e.g. United Day of Caring, Saturday Live, etc.
• Flexible scheduling and telecommuting options for certain positions to accommodate work / life balance

Casual Fridays"-ability to wear work appropriate jeans to work (for non-clinical employees)

• Workplace facilities to promote exercise
• Promotes walking trails both inside and around the campus

Last updated : 2024-05-21