Administrative Assistant (DH1506)

at  Tuba City Regional Health Care Corporation

Navajo Preference Employment Act : In accordance with Navajo Nation and federal law, TCRHCC has implemented an Affirmative Action Plan pursuant to the Navajo Preference in Employment Act. Pursuant to this Plan and corresponding TCRHCC Policy, applicants who meet the necessary qualifications for this position and (1) are enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe will be given preference in hiring and employment for this position, (2) are legally married to enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe and meet residency requirements will be given secondary preference, and (3) are enrolled members of other federally-recognized American Indian Tribes will be given tertiary preference. Overview:

POSITION SUMMARY

The Administrative Assistant in the Biomedical Engineering Department (BMED) is responsible for various tasks, including secretarial duties, receptionist responsibilities, managing budgets, keeping track of time, providing customer service, performing administrative tasks, and supporting the Biomedical Engineering Manager. This role involves using local area networks, personal computers, printers, fax machines, and various software packages. Other duties include taking meeting minutes, coordinating meeting schedules, and offering support to department managers and other staff members as required.
Qualifications:

EDUCATION:

Assistant I: Must have a High School Diploma or GED.
Assistant II: AA Degree in Business Administration or related field.
BS Degree in Business Administration or related field.

EXPERIENCE:

Assistant I: Must have one (1) year of computer experience with word processing, spreadsheets, and software and working as an administrative or executive Assistant in a fast-paced office or healthcare setting.
Assistant II: Must have two (2) years working as an Administrative Assistant in a fast-paced office or healthcare setting.

OTHER SKILLS AND ABILITIES:

A satisfactory performance record in all previous and current employment, supported by positive employment references from past and present employers. All employment references must demonstrate success in the following areas:

• Positive working relationships with others
• Possession of high ethical standards and no history of complaints
• Reliable and dependable; reports to work as scheduled without excessive absences.
• Strong organizational skills
• Strong Customer Service experience
• Exceptional verbal and written communication skills
• Must have a valid state driver’s license to operate a government or TCRHCC vehicle.

• Demonstrates a pleasant, professional demeanor when greeting and assisting employees, visitors, and vendors with all requests.
• Receives incoming calls and identifies and determines appropriate action. Directs all urgent medical equipment requests to the right technician for immediate intervention, thereby playing a crucial role in reducing delays or interruptions of patient care.
• Verify, upload, and archive all third-party field technician service reports into the BMEDs asset management platform, a key responsibility in maintaining operational efficiency. Issuing and retrieval of all visitor’s badge(s) once services have been completed.
• Assist BMED personnel with procurement, receiving all equipment parts or services, and verifying payment.
• Ability to utilize web-based software platforms for service management, timekeeping, staff and technician timekeeping, and enterprise resource planning (ERP) for procurement processes.
• Responsible for verifying all documents uploaded into the procurement financial platform and adhering to the necessary healthcare accreditation survey and financial audit requirements.
• Responsible for data entries and processing of reports for their respective areas.
• Assist in developing, tracking, and maintaining a complete equipment inventory list.
• Ensures timely correspondences, maintains control of action documents and time-sensitive correspondences, and performs follow-up to ensure timeliness.
• Assist with developing a Preventive Maintenance (PM) program for each piece of equipment using information from owners’ manuals, equipment inspection reports, and data acquired from the Facility Maintenance staff, vendors, contractors, and the Maintenance Foreman.
• Assist with schedules and assign Preventive Maintenance (PM) tasks for all medical equipment with service contracts.
• Assist the BMED manager with maintaining an inventory supply of all frequently used medical equipment repair parts and ordering replacement parts as needed to minimize delays and interruptions to patient care services.
• Assist with validating all departmental documents regarding all medical equipment repairs and service agreements, requiring stakeholder signatures to execute and implement all contractual terms and conditions.
• Provides monthly reports on open/closed work orders, material costs, labor hours, inventory, and similar information utilizing the service management platform.
• Obtain quotes from Vendors/Suppliers, prepare and review (for accuracy) all obligating procurement documents for requisitions, purchase orders, contracts, travel/training, credit card purchases, etc., ensuring process and timeframes meet the department’s expectations.
• Maintains a tracking system to ensure all supplies, contracts, services, or equipment ordered are received and provides follow-up on backorders, including an inventory of all received goods, supplies, contracts & services, and equipment to obtain an accurate count.
• Updates and maintains financial records and commitment registers, a crucial task that keeps the status of BMED in check using past and present data. This helps us prepare reports that reflect monthly spending and current balances, providing a clear financial picture for the department.
• Assist the BMED Manager with updating and maintaining the Center for Medicare and Medicaid Services and the Joint Commission accreditation binders. The documents include a complete medical equipment inventory, all medical equipment service agreements, medical modification/recalls, new employee education documents, medical equipment risk value algorithm, new incoming equipment processes, leased equipment processes, and missing equipment processes.
• Prepare, review, and maintain various department correspondence for accuracy, including but not limited to schedules, memos, reports, technical documents, forms, meeting minutes, policies, and procedures for the department.
• Assist with taking meeting minutes for the BMED Manager.
• Maintaining all staff portfolios is vital. These portfolios, consisting of performance evaluations, competencies, disciplinary actions, time and attendance, and other relevant documentation, are essential to ensuring our team’s efficiency and growth.
• Must be able to maintain accurate records and prepare clear and precise reports for informational, auditing, and operational use, including capacities for attention to detail and for reviewing and verifying data accuracy.
• Responsible for maintaining confidentiality, including information covered by HIPAA.
• Ensure proper PPE is worn at all times while on duty, including but not limited to face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
• Complete all donning and doffing tasks using a safe, acceptable method and discard the used PPE accordingly. (see CDC website for most current updates).
• Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure high patient, visitor, employee, and external customer satisfaction.
• Performs other duties as assigned.