Admin Assist Support Svcs in Elkhart, Indiana at Beacon Health System

Reports to the Manager/Supervisor. Provides secretarial services to the department's management staff including typing correspondence and memos, assisting with special projects/reports, performing routine mailroom duties and providing general assistance to the Manager/Supervisors. Provides essential support to ensure the smooth and efficient operation of Nutrition and Environmental Services. Will act as a point of contact for internal teams and external clients.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team. Provide a healthy environment to rest, recover, and receive appropriate meals and nutrition support for patients and customers.

Department Processing:

• Develops and adjusts forms used by the department.
• Types memos, flyers, and letters for the department.
• Prepares birthday cards - employees, patients, and OB celebration cards.
• Prepares meals coupons for departments.
• Accurately records red card reward points for staff.
• Prepares and collects department mail.
• Consistently updates and prepares employee files.
• Prepares department in-services and tracks and records participation.
• Conducts department supply inventory and orders supplies.
• Maintains payroll and schedules, adjusting biweekly and approving on payroll Monday.
• Tracks benchmarks and completes attendance feedback forms when necessary.

Departmental Charging and Tracking:

• Accurately tracks and charges for hospital floor stock, meal coupons, and catering.
• Complies charges monthly and sends reports to finance to debit department accounts and bill outside accounts and credit nutrition account (7100-6700).
• Accurately adjusts floor stock charge list to follow adjustments in food prices.
• Exchanges guest vouchers with OB and Peds for cash.
• Accurately logs and deposits the money for vouchers.
• Tracks, records, and maintains department petty cash fund.
• Answers vending complaint extension and checks vending phone mail.
• Follows up on complaints of monetary losses in machines.
• Keeps record of all vending refunds (cash and coupon) and communicates them to contracted vending service.
• Marks vending machines out of order and contacts contracted vending service as needed for repairs.
• Prepares and enters invoices weekly.
• Prepares weekly totals for catering andfloor stock.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the Nutrition and Environmental service departments:

• Completes other job-related duties and projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Required to obtain ServSafe certification
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Education and Experience

• The knowledge, skills, and abilities as indicated below are normally acquired through the successful completion of a High School Diploma or equivalent. Up to one year experience is required. A current Indiana State driver's license is required.

Knowledge & Skills

• Must be proficient in math and grammar.
• A working knowledge of Microsoft Office computer programs.
• Needs to have very good telephone and communication skills.
• Must be able to multitask and have strong organizational skills.

Working Conditions

• Some eye strain when using computer and/or typewriter for long periods of time.
• Some prolonged sitting in a well-lit office.

Physical Demands

• Requires the physical ability and stamina to perform the essential duties of the position.