Admin Assist Support Svcs

Beacon Health System; Elkhart (IN); On-site; USD 32,000 - 52,000; Full time

Job summary

Beacon Health System is seeking a detail-oriented administrative assistant to support the Nutrition and Environmental Services department. You will perform typing, prepare memos and reports, manage mail and supplies, and assist with payroll scheduling and invoicing.

This role requires strong organization and communication skills. You will interact with internal teams and external clients, ensuring accurate record-keeping and timely service delivery.

Qualifications

• High school diploma or equivalent; up to 1 year of related experience.
• Indiana driver’s license required.
• Proficient in math and grammar.
• Strong telephone and communication skills; able to multitask.

Responsibilities

• Provide secretarial support including typing correspondence and memos.
• Assist with special projects and reports for the department.
• Prepare department mail, forms, memos, and flyers.
• Maintain department files and prepare in-services; track participation.
• Record and track department payroll scheduling and vendor invoices.
• Serve as a point of contact for internal teams and external clients.
• Manage department supply inventory and orders.

Skills

Typing

Microsoft Office

Phone communication

Multitasking

Organizational skills

Communication

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

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

• 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.