Department Assistant 2 - Acute Care Services Administration - FT - Days

Position Status:

Full time

Shift:

First Shift (Days - Less than 12 hours per shift) (United States of America)

Hours per week:

40

Job Information
Exemption Status: Non-Exempt

A Brief Overview
Performs complex administrative and clerical duties to ensure the continual functioning of the department. Works collaboratively with communications staff to meet the needs of projects using a variety of skills and procedures. This level of assistant is expected to function with greater autonomy with a higher performance output.

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Preferred

Experience Qualifications

• 3 years Clerical or administrative support experience. Required

Skills and Abilities

• Strong verbal and written communication skills. (Required proficiency)
• Works well under pressure to meet deadlines. (Required proficiency)
• Knowledge and proficiency with Microsoft Word, Excel and PowerPoint programs. (Required proficiency)
• Considering the relative costs and benefits of potential actions to choose the most appropriate one. (Required proficiency)
• Technical skills to perform data entry, create reports, and manage calendars (Required proficiency)
• Ability to stay calm and professional in stressful situations. (Required proficiency)

What you will do

• Works independently and uses initiative and judgement to prioritize tasks and refer matters to the delegated authority.
• Takes and transcribes dictation, composes and prepares confidential correspondence, reports, and other complex documents. Researches and abstracts information and supporting data in preparation for meetings, projects and reports.
• Greets applicants, team members and guests, notifying receiving personnel of arrivals. Knowledgeably directs guests to team member that can assist them.
• Schedule appointments/meetings, maintains department calendars. Make arrangements for and coordinate conferences and meetings. Tracks hours worked and leave as necessary for department staff. Runs reports and keeps leaders aware of scheduling issues, low staffing, low balances, etc. Runs reports as necessary.
• Tracks hours worked and leave as necessary for department staff. Runs reports and keeps leaders aware of scheduling issues, low staffing, low balances, etc. Runs reports as necessary.
• Assists leadership with completing their administrative tasks as necessary.
• Assists / oversees with payroll process when required and serves as an interface with human resources.
• Performs higher level special projects with little oversight.
• Drafts and sends department communications and correspondence. Composes and prepares agendas, notices, minutes, and resolutions for meetings.
• Serves as a resource for department team members.

Required for All Jobs

• Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
• Performs other duties as assigned

Patient Facing Options

• Position is Not Patient Facing

Remote Work Guidelines

• Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
• Stable access to electricity and a minimum of 25mb upload and internet speed.
• Dedicate full attention to the job duties and communication with others during working hours.
• Adhere to break and attendance schedules agreed upon with supervisor.
• Abide by Stormont Vail’s Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.

Remote Work Capability

• Hybrid

Scope

• No Supervisory Responsibility
• No Budget Responsibility

Physical Demands

• Balancing: Occasionally 1-3 Hours
• Carrying: Occasionally 1-3 Hours
• Climbing (Ladders): Rarely less than 1 hour
• Climbing (Stairs): Rarely less than 1 hour
• Crawling: Rarely less than 1 hour
• Crouching: Rarely less than 1 hour
• Driving (Automatic): Rarely less t