Administrative Assistant

Seneca Health; New York, Northern (NY, KY); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health, dental, and vision coverage

Vacation and PTO

Sick leave and holidays

401K with matching

Parental leave

Job summary

Seneca Health is seeking an organized Administrative Assistant to provide essential support to the medical unit. You will manage scheduling, timekeeping, record keeping, and data entry, acting as a liaison between staff and department heads within the SNHS.

This role requires strong communication and computer skills, with Kronos timekeeping and reporting as key duties, and a focus on patient care in a professional healthcare setting.

Qualifications

• High school diploma or equivalent is required.
• Medical Administrative Assistant Certification or willingness to obtain within 1 year of hire.
• Experience in a large hospital, academic medical center, outpatient health care setting, or IHS/tribal health is preferred.

Responsibilities

• Maintain medical unit schedule and provider calendars.
• Handle patient lines and cover Medical Receptionist duties when needed.
• Monitor expenditures and place orders for medical office supplies.
• Assist in event planning for the medical unit and record meeting minutes.
• Update Kronos timekeeping and time-off calendar for staff.
• Record patient information accurately in the EHR and support data entry.
• Promote PCMH guidelines and culturally sensitive patient care.
• Maintain stock and keep the workplace clean and orderly.
• Attend mandatory meetings and adhere to department policies.

Skills

Communication skills

Interpersonal skills

Patient service skills

Analytical skills

Problem-solving skills

Computer skills

Education

High school diploma

Medical Administrative Assistant Certification

Tools

Kronos

Job description

Benefits include:

• Monday - Friday (No weekends and no holidays)
• Health, dental, and vision full coverage for individual - Family option available
• Short term/long term disability options
• Vacation (annual) + PTO (accrued weekly)
• 16 paid holidays in the calendar year
• 401K - 5% matching
• Parental, medical, education, bereavement leaves and so much more!

BASIC FUNCTION:

Incumbent is responsible for providing administrative support to assigned personnel. Serves as a liaison between assigned staff and department heads/other units within the Seneca Nation Health System (SNHS). Responsibilities may include record keeping, inventory management, scheduling, time keeping duties, generating templates/documents for report gathering, and data entry.

GENERAL RESPONSIBILITIES:

1. Templates and maintains medical unit schedule to include monthly provider schedules.
2. Responsible for various phone lines including patient lines and internal calls. Provides coverage for Medical Receptionist during absence.
3. Monitors expenditures and place orders for various medical office supplies. Prepares and tracks purchase orders/check requests.
4. Assists in special event planning for the medical unit (luncheons/health fairs/training events/etc). Records and keeps meeting minutes.
5. Organizes and maintains various files (time off requests/training certifications/etc).
6. Updates and maintains Kronos timekeeping for Medical Unit staff as well as scheduled time off calendar.
7. Gathers data and generates quarterly reports. Compiles data and generates other medical unit reports as needed.
8. Records all information necessary for patient care accurately, and ensures timely entry of all required data into the electronic health record.
9. Participates and promotes Patient Centered Medical Home (PCMH) guidelines and procedures.
10. Provides culturally sensitive care for patients of all ages. Responsible to handle appropriately any/all communications necessary for patient care, both incoming and outgoing.
11. Maintains stock supplies and performs general medical office duties. Responsible for all general maintenance, housekeeping, material stocking, and cleaning as needed in order to maintain a clean and sanitary workplace for the delivery of patient care.
12. Promotes a cooperative and cohesive workplace environment to maintain high quality services to patients.
13. Upholds and promotes the value and integrity of the Seneca Nation Health System’s mission statement. Will promote SNHS in a positive manner.
14. Provides care and team collaboration through a trauma-informed lens by incorporating key principles of both physical and psychological environment safety, trustworthiness and transparency, collaboration of decision-making during treatment plan developments, empowerment of patients by recognizing and building upon individual strengths, as well as recognizing and respecting the diversity of cultural backgrounds and sensitivity.
15. Attends all mandatory staff meetings and in-services.
16. Adheres to policies and procedures of the department, Seneca Nation, and SNHS.

KNOWLEDGE, SKILLS, & ABILITIES:

• Excellent communication, interpersonal and patient service skills.
• Good analytical and problem-solving skills.
• Excellent computer skills.

QUALIFICATIONS:

• High School Diploma or equivalent required.
• Medical Administrative Assistant Certification or willingness to obtain within 1 year from the date of hire required.
• Experience in a large hospital, academic medical center, outpatient health care setting, or Indian Health Service (IHS)/tribal health, preferred.