Administrative Asst - Administration at Iredell Memorial Hospital Incorporated

Statesville, North Carolina, United States -

Full Time

Start Date

Immediate

Expiry Date

31 May, 26

Salary

0.0

Posted On

03 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Time Management, Calendar Management, Written Communication, Verbal Communication, Confidentiality, Prioritizing, Drafting, Project Coordination, Problem-Solving, Decision-Making, Report Preparation, Travel Arrangement, Expense Reports, Data Entry, Typing, Office Software Proficiency

Industry

Hospitals and Health Care

Description

Description Assists in Administration office area as directed by the Executive Administrative Assistant to the CEO. Regarding patient health information, has access to demographics, billing, and limited clinical data relevant to the current encounter. Key Responsibilities of Administrative Assistant - Administration: Time & Calendar Management - Organizing meetings and maintaining schedule for CEO, resolving conflicts, identifying locations and providing necessary tools and information as needed. Excellent written and verbal communication skills - As a representative of the CEO, this person must manage the confidence of all persons entrusting the CEO with their time, information, or request. As such, confidentiality is a must while handling incoming and outgoing communications via email, calls, or messages. Skilled with screening, prioritizing, drafting and responding on behalf of the CEO. Project Coordination - Demonstrates proactive approaches to problem-solving with strong decision-making capability. Prepares agendas, materials and minutes with thoroughness and accuracy. Highly resourceful team-player, with the ability to also work independently. This involves report preparation, addressing invoices, arranging travel and managing expense reports. Task List – Administrative Assistant - Administration Daily Safety Huddle – Runs Midas reports; assists in recording minutes; scans attendance sheets and weekend safety huddle forms. Patient Safety Meeting – Records minutes at weekly Patient Safety meeting. Risk Management & Safety Committee (RMSC) – Compiles monthly reports from Midas and National Recall Alert Center; prepares agenda and meeting packet including reports from applicable departments; distributes packet to Committee members; records minutes at monthly RMSC meetings. Cardiology Co-Management (CCM) prepares agenda and meeting packet including reports from applicable departments; distributes agenda and packet to Committee members; records minutes at monthly meetings. Cardiology Co-Management Joint Operating Committee (JOC) – Prepares agenda; records minutes at monthly meetings; prepares cardiologist invoices quarterly and forwards to the Accounting department for payment. Emergency Department Operations – Prepares monthly meeting packet including reports from applicable departments; distributes agenda and packet to Committee members; records minutes at meetings. Turnover Group – Records minutes at monthly meetings. Recalls/Directly Received Recall Notices – Scans and forwards recall notices to the Materiels Management department; maintains recall database (Excel) tracking recall acknowledgement forms from applicable departments. Recalls/ National Recall Alert Center (NRAC) – Monitors NRAC to ensure applicable departments respond timeously to alerts of recalled products. Midas Risk Events – Submits patient/visitor incidents to insurance carrier on a weekly basis. Lobbyist Returns – Prepares and submits quarterly returns to NC Secretary of State. Supports CEO as directed. Supports Vice President of Operations and Assistant Vice President of Ancillary Services & Support Services by coordinating meetings as requested. Physician Meeting Calendar/On Call Schedules – Compiles and distributes monthly meeting calendar and physician on-call schedules. Assists in sorting all incoming hospital mail and incoming faxes for distribution. Assists in screening patient/family grievances or complaints and directing callers to the appropriate Director. Emails details of grievance/complaint to the Risk Manager and relevant parties. Assists in scheduling conference rooms. Maintains office supplies and orders as necessary. Posts holiday hours for Hospital departments and IPN offices on I-Connect. Assists with monthly Board meeting preparation. Mails sympathy cards to the families of patients who passed away in the hospital. Assists in the Administration office as directed. Requirements Associate Degree in Secretarial Science or equivalent education/experience. At least three years experience in a similar position. Ability to type 60+ words per minute. Ability to operate all standard office machines. Excellent written and verbal communication skills. Basic mathematical skills including the ability to prepare daily deposit of money collected in the Cashier’s Office. Proficiency in the use of computers and business software to include Word, Excel, PowerPoint, Outlook, and Publisher as well as the ability to use the AS400. Be able to lift up to 25 pounds, walk/stand/sit for extended periods, visual acuity, hearing, stooping, reaching, and kneeling. Must possess full range of body motion to pass basic FIT test for position to include walking, kneeling, standing, pushing, pulling, bending, stooping, reaching and sitting for extended periods of time.

Responsibilities

This role primarily involves assisting the Executive Administrative Assistant to the CEO with administrative duties, including extensive time and calendar management for the CEO and handling confidential communications. Key tasks also include meticulous minute-taking and report compilation for various safety, risk management, and operational committees.