Administrative Assistant - Medical Staff Services

JOB SUMMARY

The Administrative Assistant is responsible for performing secretarial functions for the Director of Medical Staff Services, the Coordinator of Medical Staff Services and other managers as needed. Performs complex secretarial work of an administrative nature.

JOB REQUIREMENTS

Minimum Education

• Must possess a high school diploma or equivalent.
• Some college or business college from an accredited curriculum desirable.

Required Skills

• Proficiency in typing, English, operation of dictation equipment and office procedures.
• Ability to establish and maintain effective working relationships with the providers and hospital personnel.
• Minimum of two years clerical experience in a healthcare environment helpful.
• Must be able to follow directions and to perform work according to department standards when no directions are given.
• Must be emotionally mature and able to function effectively unsupervised.
• Must be able to maintain total confidentiality with all department information.

 

FUNCTIONAL DEMANDS

Physical Requirements

Sitting - 16-31%

Walking - 1-15%

Standing - 1-15%

Bending/Squatting - 16-31%

Climbing/Kneeling - 1-15%

Twisting - 16-31%

Visual and Hearing Requirements

Must be able to see with corrective lens if needed

Must be able to hear clearly with assistance if needed

 

Physical/Environmental Requirements

Lifting - 0-50 lbs, 50 or more with assistance

Carrying - 0-50 lbs, 50 or more with assistance

Pulling - Up to 100 lbs

Pushing - Up to 100 lbs

OSHA Category - Minimal potential for direct exposure

 

ESSENTIAL FUNCTIONS

• Communicates effectively with all applicable age groups.
• Schedules appointments and forwards notices of meetings.
• Screens and escorts visitors.
• Screens telephone calls and accurately conveys messages.
• Opens, sorts, reviews and distributes mail and prepares responses to routine inquiries.
• Establishes, maintains and revises credentialing software and filing system. Classifies, sorts, and files correspondence, records and other documents.
• Engages in a variety of contacts outside the hospital in order to obtain or relay information, arrange meetings, etc. often dealing with individuals who are influential or impact the hospital.
• Provides routine information as required.
• Maintains minutes of meetings.
• Maintains meeting calendar and arranges speaking appointments.
• Compiles licensure data.
• Maintains open lines of communication between the Director/Coordinator and hospital staff.
• Manage Call Schedule for 27 specialty areas.
• Communication to all clinical care areas, patient access, and employed provider services. 
• Updated encrypted communication system for the health system with call communication and alterations in real time.
• Manage 6+ properties that are scheduled for travel medical staff in conjunction with the call schedule & PRN staffing efforts.
• Performs additional tasks as assigned.

 

NONESSENTIAL FUNCTIONS

• Contributes to an efficient, cooperative, and pleasant office atmosphere.
• Receives, greets, and directs guests, providing accurate responses in a friendly and courteous manner.
• Receives, places and transfers calls using appropriate telephone etiquette, handles all information with respect for confidentiality.
• Completes other assignments as directed.

LEADERSHIP CAPABILITIES

• Mission, Service, and Values
• Supports the Mission, Service, and Values

 

ORGANIZATIONAL EXPECTATIONS

T.J Pledge

I Will Show Compassion

-see all patients, family members, coworkers, physicians, and anyone else at T.J. as my customer.

-recognize that each and every interaction I have at T.J. Regional Health matters

-show kindness and compassion towards my customers at all times

-be sensitive to the personal and private needs of every customer

I Will Cooperate With Others

-maintain zero tolerance for abusive behavior

-listen and be willing to accept fault when I make a mistake

-never underestimate the power of an apology

-refrain from blame and judgment

-bring a sense of calm to stressful situations

I Will Collaborate With Others

-value myself and every coworker as an equal part of one GREAT team working together

-treat others in a way that I would like to be treated<