Administrative Assistant - Mother Baby - Part Time, Days in South Bend, Indiana at Beacon Health System

Beacon Health System is hiring a Part Time Day Shift Administrative Assistant for our Mother Baby Unit at Memorial Hospital in South Bend, IN.

*Active Notary Public Commission required.

Be a Beacon. Make a Difference.

At Beacon Health System, you’re not just part of a team, you’re part of something bigger. Every patient interaction is a chance to lead with compassion, build trust, and create lasting impact. Here, your expertise supports healing, and your heart connects us to the communities we serve.

We offer a wide variety of Benefits for our associates, including;

• Medical, Dental, & Vision Insurance through Cigna

• Life Insurance

• 403(b) Matching Retirement Fund

• Competitive Paid Time Off (PTO)

• Shift Differentials

• Employee Assistance Program (EAP)

• Tuition and Certification Reimbursement

• Clinical Ladder Program

• Local and National Discounts

• Beacon Academy Educational Courses

• Gym Membership Discount

About Memorial Hospital
Located in the heart of South Bend, Memorial Hospital is deeply rooted in the community it serves. From advanced surgical services to award-winning heart and cancer care, we provide comprehensive treatment with a personal touch. As part of Beacon Health System, we’re dedicated to improving health and inspiring hope throughout the region.

About the Tower

The 10-story patient bed Memorial Hospital Tower is the latest chapter in Beacon Health System’s commitment to care, compassion and community. Built with input from frontline staff, the Tower is a state-of-the-art, specialty-focused expansion that enhances how care is delivered and how teams work together. From larger rooms and leading-edge technology to a culture of collaboration and growth, this space was designed by Beacon for Beacon.

What You'll Do

In this role, you’ll prepare and maintain accurate legal birth and death records, birth certificates, and other required documentation while ensuring compliance with state and local regulations. You’ll work closely with patients, families, physicians, the Health Department, and other hospital departments to collect information, explain required forms, notarize documents, and ensure records are completed correctly. You’ll also handle data entry, statistical reporting, phone calls, filing, supply management, and other clerical responsibilities to keep the Mother Baby department running smoothly. Above all, you’ll provide professional, compassionate service while maintaining confidentiality, accuracy, and a positive experience for patients and their families.

Job Responsibilities

• Prepare and maintain accurate birth and death records in accordance with state and local requirements.

• Review patient charts and interview patients and families to gather information for legal records.

• Explain paternity affidavits, rights and responsibilities, and other required documentation to patients.

• Notarize signatures on paternity affidavits and ensure all documents are completed correctly.

• Enter, proofread, and verify information on birth and death certificates for accuracy.

• Distribute birth records, certificates, affidavits, and other required documents to appropriate departments and agencies.

• Complete data entry, maintain department logs and records, and organize confidential documentation.

• Prepare monthly, quarterly, and annual statistical reports using departmental data.

• Communicate professionally with patients, families, physicians, hospital staff, funeral homes, and the Health Department.

• Perform general administrative duties, including answering phones, filing, photocopying, managing supplies, and processing mail.

What You Bring

For this position, you bring strong organizational skills, attention to detail, and the ability to accurately manage sensitive and confidential information. You have excellent communication and interpersonal skills, allowing you to work professionally and compassionately with patients, families, physicians, and hospital staff. You are comfortable with data entry, typing, proofreading, recordkeeping, and computer systems while maintaining accuracy and meeting deadlines. You also bring the ability to work independently, manage multiple responsibilities, and follow established policies and legal requirements. An active Notary Public commission and knowledge of paternity affidavit requirements are essential to your success in this role.

Required Qualifications

• Successful completion of a high school diploma or equivalent.

• Six (6) months of previous clerical or secretarial experience.

• Requires a valid Notary Public Commission.

• Knowledge of statutes regarding Paternity Affidavit filing.

• Organizational skills and the ability to work effectively with minimal supervision.