Administrative Assistant

St. Charles Health System Inc.; Oregon (IL); On-site; USD 10,000 - 60,000; Full time

Job summary

An established healthcare provider is seeking a dedicated Administrative Assistant to support various departments. This role offers the opportunity to engage in diverse administrative functions, from managing schedules to ensuring compliance with healthcare regulations. With a focus on customer service, you will be the backbone of the administrative team, facilitating smooth operations and contributing to the overall mission of delivering high-quality care. Join a vibrant team that values accountability, caring, and teamwork, and help create a healthier community together.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

403(b) Retirement Plan

Earned Time Off (ETO)

Qualifications

• Minimum two years of administrative support or office management experience required.
• Proficiency in Microsoft applications and database management is essential.

Responsibilities

• Provide administrative support, including clerical functions and project coordination.
• Draft reports, letters, and maintain compliance with healthcare regulations.

Skills

Organizational Skills

Communication Skills

Customer Service

Problem Solving

Attention to Detail

Multi-tasking

Education

High School Diploma or GED

Bachelor’s Degree

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft Publisher

Microsoft Visio

Microsoft PowerPoint

Job description

Pay range: $22.91 - $32.07 per hour, based on experience.

This position comes with a comprehensive benefits package that includes medical, dental, vision, a 403(b) retirement plan, and a generous Earned Time Off (ETO) program.

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Administrative Assistant

REPORTS TO POSITION: Varies

DEPARTMENT: Varies

DATE LAST REVIEWED: July 16, 2024

OUR VISION: Creating America’s healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: The Administrative Assistant will be responsible for the overall administrative functions within an assigned department(s).

POSITION OVERVIEW: The Administrative Assistant at St. Charles Health System provides office services for assigned leaders and departments by implementing administrative systems, procedures and policies, and monitoring projects. Administrative Assistants are responsible for providing excellent customer service to all St. Charles Health System caregivers, providers, and visitors in person and via telephone.

This position does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Provides support within the administrative suite through professional and positive communications, clerical functions, project coordination, calendaring, and problem solving for the assigned directors and departments. May support other members of the management team as requested.

Coordinates functions of various committees by scheduling meetings, coordinating communications, and record keeping.

Drafts reports, letters, minutes, and other materials.

Provides technical, audio visual, desktop publishing (Outlook, Excel, Word, Publisher, Visio, and Power Point) expertise in program applications and technologies for caregivers.

Develops and/or helps maintain visual management for operations, department metrics, regulatory requirements, and projects as requested by directors.

Provides support to achieve and maintain compliance with all local, state, and national health care guidelines, rules, and regulations (Joint Commission, Medicare/CMS, Health Division, ISO, etc.).

Manages the invoice and check request processes frominitial requestthrough final payment.

Reserves and arranges meeting rooms, sends appointments, and takes minutes for meetings as designated by Directors and leadership team.

Coordinates office supplies inventory and ordering.Responsible for stocking supplies, managing office equipment, coordinating service and maintenance, as necessary.

Supports the vision, mission, and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients, and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies, and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required: High school or GED.

Preferred: Bachelor’s degree.

LICENSURE/CERTIFICATION/REGISTRATION:

Required: N/A

Preferred: Professional Administrative Certification of Excellence (PACE).

EXPERIENCE:

Required: Minimum two (2) years administrative support or office management experience.

Preferred: Three (3) years’ experience in an Administrative/Executive Assistant level role, including proficiency at

handling multiple tasks. Previous hospital or healthcare experience. Knowledge of medical terminology.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Travel: Ability to meet SCHS driving requirements and travel to SCHS worksites as needed.

General:

Must have excellent oral and written communication skills and ability to interact with a diverse population and professionally represent St. Charles Health System.

Must have strong teamwork and collaborative skills.

Must be able to efficiently handle telephone calls and meeting & resource coordination.

Must have excellent organizational skills and attention to detail.

Must have intermediate to advanced proficiency in Microsoft applications, database management, and document preparation. Must be able to learn various new computer programs in a timely manner as required.

Must be personable, professional, and maintain a positive attitude.

Must be able to work in a fast-paced environment with frequent interruptions while maintaining the highest level of confidentiality.

Must be able to multi-task and work independentlywith little or no supervision and make sound decisions.

PHYSICAL REQUIREMENTS :

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%) : Stooping /kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%) : Climbing ladder/ step-stool , lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%) : Heat , cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

.

Schedule Weekly Hours:

40

Caregiver Type:

Regular

Shift:

First Shift (United States of America)

Is Exempt Position?

No

Job Family:

ASSISTANT

Scheduled Days of the Week:

Monday-Friday

Shift Start & End Time:

8 am - 5 pm

About Us

St. Charles Health System is a private, nonprofit organization, dedicated to providing high-quality care and the latest in health care technology to the communities it serves. Headquartered in Bend, Ore., St. Charles is an integrated delivery system, with a strong focus on population health, that provides a full range of evidence-based health care services within a 32,000-square-mile area in Central and Eastern Oregon.

The health system owns and operates a trauma level II, tertiary referral center in Bend, a trauma level III, type B rural hospital in Redmond, and trauma level IV critical access hospitals in both Prineville and Madras. As the largest employer in Central Oregon, St. Charles Health System and St. Charles Medical Group care for our communities in more than two dozen outpatient clinics and in more than 20 specialty areas of medicine.

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