Admin Assist Clinical Supp MHO in South Bend, Indiana at Beacon Health System

Reports to the Manager/Director. Performs a variety of administrative duties. Coordinates semi-complex special projects.

• 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.

Performs a variety of administrative duties by:

• Preparing and monitoring purchase orders and equipment needs, providing justification for new equipment and supply purchases and distributing supplies to associates.
• Establishing, modifying and maintaining record keeping systems; classifying, sorting and filing records and correspondence materials.
• Preparing letters and memos, forms, spreadsheets and presentations as requested.
• Reviewing and verifying expense reports and records, investigating variances and monitoring capital expenditures and reimbursements.
• Filing, copying, typing, coordinating meetings and distributing mail.
• Processing work orders, requesting repairs or services from other departments to ensure maintenance of equipment and services.

Compiles data utilized for statistical reports by:

• Reviewing and verifying timecards for accuracy; logging hours worked on the appropriate record; tracking attendance, ill, leave of absence (LOA) and tardy calls.
• Monitoring and reviewing labor distribution by pay period, checking for accuracy and correcting errors.
• Collecting, compiling and analyzing statistical information; also identifying trends to determine department effectiveness and assessing the need for additional information.
• Collecting, coordinating and monitoring the performance appraisal system for the department.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing 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.
  • 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.
• Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:
  • Leverage innovation everywhere.
  • Cultivate human talent.
  • Embrace performance improvement.
  • Build greatness through accountability.
  • Use information to improve and advance.
  • Communicate clearly and continuously.

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 and two years of post-secondary education in business, office procedures, secretarial courses or equivalent. At least five years of progressive secretarial experience is required.

Knowledge & Skills

• Demonstrates proficiency in basic computer skills (i.e., data entry, word processing and spreadsheets). A basic understanding of database applications is desired. Demonstrates ability to type 40-50 wpm on a computer with 95% spelling accuracy.
• Demonstrates ability to read, write, understand and follow verbal and written instructions.
• Requires the ability to operate standard office equipment (copier, calculator, fax machine, etc.) specific to the department's needs.
• Demonstrates effective communication skills (both verbal and written).
• Demonstrates the interpersonal skills necessary to establish and maintain effective working relationships with team members, patients, visitors, physicians and others.
• Demonstrates math skills necessary to add, subtract, multiply, divide, use fractions and calculate percentages.

Working Conditions

• Works in a patient care environment requiring physical exertion, frequent changes in job demands, and certain undesirable patient care activities.
• May be exposed to biohazards.

Physical Demands

• Requires the physical ability, manual dexterity, and stamina (i.e. to stand/walk for prolonged periods of time, push wheelchairs/carts, lift objects weighing at least 20 pounds, etc.) to perform the essential functions of the position.