Administrative Assoc III-CHA

at  Novant Health

Overview:
Summary:
Works under the supervision of an Administrator with the Physician Group and will support multiple executives. Performs a diverse variety of administrative duties using discretion with highly confidential information, independent judgment and senior level clerical skills to ensure outcomes that are consistent with accepted business practice while applying strong clerical skills in Microsoft applications, such as Excel and Word.
Responsibilities:

Responsibility I: NHRMC Standards of Performance

• Ownership – responsible for all outcomes of efforts and actions
• Teamwork – demonstrates a willingness to assist co-workers and to accept additional assignments as requested to support the department efficiently
• Communication – acknowledge patients and co-workers, listen attentively while maintaining eye contact and speaking to them directly and respectfully
• Compassion – Be an advocate for patients, families and teammates. Show them you care and always follow up.

Responsibility II: Liaison

• Serves as a liaison between Executives and Providers under NHRMC Physician Group / CHA
• Attends meetings with executives, takes minutes and distributes accordingly
• Works with Atrium, New Hanover Regional Medical Center and NHRMC PG; tracking various items between the systems and reporting accordingly
• Interacts with customers and other contacts in a professional manner, responding, as directed either orally or in writing
• Monitors all position requests to ensure accuracy in recruitment documentation, onboarding process and employee maintenance.

Responsibility III: Administrative

• Ensures recordkeeping and filing systems for department functions are maintained to provide prompt retrieval and confidentiality of data as required
• Tracks Paid Days Off, Licensures, learning modules, COI and all other forms related to the compliance of CHS/CPN providers, including CME documentation to ensure timely access to contract amount, dollars spent and balance available to ensure that each provider stays within the specified limits of their individual contracts
• Serves as a resource person for network computer system issues, creating trouble tickets and working with IS to resolve simple issues under the network
• Attends meetings/committee sessions and ensures accurate recording/transcription of same
• Responds appropriately using discretion and independent judgment to a wide variety of requests from internal and external customers, in writing or verbally as required to ensure consistent and efficient operations of department/function
• Works closely with Department Executives, maintaining a constant line of communication with each individual

Responsibility IV: Departmental

• Maintains routine department / function such as reports, minutes, manuals, while ensuring accuracy and timeliness of data
• Assists in maintenance of department SharePoint site, Provider listings and PolicyStat
• Books meeting rooms and sets up meeting for various departmental committees, including computer setup and catering
• Orders supplies and ensures adequate stock of materials needed for smooth operations of department/function, including entering of disbursement requests to the appropriate employer for payment to vendors
• Performs other routine and confidential clerical duties as assigned

Responsibility V: General Practice Duties

• Must have physical exam and annual TB skin testing
• PHI – refrain from discussing Patient Health Information in public in accordance with HIPAA guidelines and policies
• Assists in training other staff as needed and is willing to cross train
• Adheres to company policy on continuing education programs, i.e. Annual HIPAA training
• Adheres to departmental dress codes as observed by director and wears picture identification badge, 100% of the time

Qualifications:
Credentials:
Education:

Essential:

• Associate Degree

Other information:
1. Education: Graduate of a two-year secretarial/executive secretarial program required. Bachelor’s degree in related field preferred.
2. Licensure / Certifications: Notary Public desirable
3. Experience: Three years’ experience in a clerical/administrative assistant role with a wide scope of responsibility including, but not limited to: reception duties, scheduling, travel arrangements, meeting arrangements, minutes, etc. Experience preferred in specialty, healthcare, accounting, etc.
4. Essential Technical/Motor Skills: Must be highly proficient in Microsoft applications such as Word, Access, PowerPoint and Excel. Experience with documenting, typing and distributing meeting minutes. Must be able to accommodate a fast work pace. Must be an organized senior associate who is proficient with “charge” responsibilities for manager/project. Must exhibit telephone customer service skills, ability to interact with all levels of contacts and work well under stress. Ability to prioritize and handle multiple tasks simultaneously is a must. Demonstrates excellent oral and written communication skills.
5. Essential Physical Requirements: Ability to lift 30 lbs, walking, reaching, bending and stopping.
6. Hours of Work: Normal workweek of 40 hours. Some overtime work may be required.
7. Population Served: All internal and external customers, patients and clinicians.
Demonstrates standards of performance (ownership, teamwork, communication, compassion) that support patient satisfaction and principles of service excellence.
Performs other duties as assigned.
Individual will possess commensurate combination of education, experience and qualifications.
8. Travel locally as required.
Responsibilities:

It is the responsibility of every Novant Health team member to deliver the most remarkable patient experience in every dimension, every time.

• Our team members are part of an environment that fosters team work, team member engagement and community involvement.
• The successful team member has a commitment to leveraging diversity and inclusion in support of quality care.
• All Novant Health team members are responsible for fostering a safe patient environment driven by the principles of “First Do No Harm”.

• Must have physical exam and annual TB skin testing
• PHI – refrain from discussing Patient Health Information in public in accordance with HIPAA guidelines and policies
• Assists in training other staff as needed and is willing to cross train
• Adheres to company policy on continuing education programs, i.e. Annual HIPAA training
• Adheres to departmental dress codes as observed by director and wears picture identification badge, 100% of the tim