Administrative Assistant

01 Kaweah Delta Health Care District; Visalia (CA); On-site; USD 32,000 - 47,000; Full time

Job summary

Kaweah Health is seeking an experienced administrative professional to provide essential support to the Emergency-ED department. This role involves drafting memos, managing calendars, coordinating meetings, handling confidential information, and serving as a liaison to leadership and staff.

The position requires a high school diploma with business emphasis, 3 years of secretarial healthcare experience, and strong MS Word/Excel skills.

Qualifications

• Education Preferred: High school diploma or equivalent with emphasis in business courses.
• Experience Required: Three years experience in a secretarial position, preferably in healthcare field.
• Knowledge/Skills/Abilities Proficient in MS Word and Excel.
• Excellent organizational, analytical, planning, and communication skills.

Responsibilities

• Essential Provides administrative support to Director.
• Drafts memos, letters, policies, and procedures as assigned.
• Plans for meetings taking minutes and handling normal distributions.
• Reads incoming mail to determine how it should be handled taking care of the more routine issues.
• Alerts Director regarding any correspondence from government entities, such as DHS, Joint Commission, OSHPD.
• Assures timely communication response.
• Handles day-to-day operational issues with key leadership within service in absence of Director.
• Always respects the nature of the confidentiality.
• Requires discreet and confidential handling of situations.
• Acts as department liaison for director, manager, staff, and others.
• Helps to resolve issues between staff and management.
• Provides counsel to staff on how to handle their issues/coaches/counsels/mentors staff as appropriate.
• Monitors Directors calendar, arranges meetings to provide the best timing and location.
• Analyzes the need for the VP attendance at meetings based on topic and other obligations.
• Suggests alternatives if Director attendance is not critical.
• Manages the calendar based on deadlines and workload of the Director for the day.
• Knows when to call a Director from a meeting to handle more pressing issues.
• Independently controls calls.
• If Director is busy always asks “what can I do to help”.
• Responds to needs of VP's, medical staff, Directors, and others, alerts Director when appropriate.
• Handles patient, physician, family and others complaints.
• Knows when to get the Director or others involved.
• Prepares and maintains department information, databases and statistics.
• Provides analysis of reports, providing necessary follow-through including obtaining further clarification and data as needed.
• Conducts audits to assure compliance with processes.
• Alerts Director to potential concerns.
• Provides budget analysis assistance as assigned.
• Reviews and maintains compliance with billing, codes and charge master maintenance.
• Works independently with finance to resolve discrepancies.
• Manages special projects or programs.
• May plan special events handling all details such as Annual Recognition for all services, Nurses Week, Patient Satisfaction Processes or other department events as assigned.
• Maintains payroll for all staff represented by Director.
• Updates and maintains Kronos audits to assure compliance with Kaweah Health policy.
• Maintains personnel files for all staff represented by Director, this includes preparation and completion of PFP's and maintenance of required license and certifications.
• Additional Demonstrates the knowledge and skills necessary to provide care and services appropriate to the population served on the assigned unit or work area.
• Performs other duties as assigned.

Skills

MS Word

MS Excel

Organizational skills

Analytical thinking

Communication skills

Education

High school diploma

Job description

Kaweah Health

Kaweah Health is a publicly owned, community healthcare organization that provides comprehensive health services to the greater Visalia area in central California. With more than 5,000 employees, Kaweah Health provides state-of-the-art medicine and high-quality preventive services in our acute care hospital, specialized health centers and clinics. Our eight-campus healthcare district has 613 beds and offers comprehensive health services across a broad continuum of care. It takes a special person to work for Kaweah Health. We serve a region where the needs are great, which makes the rewards even greater. Every day, we care for people facing unique challenges and in need of healing. Throughout it all, our focus is to make a difference, and we do — in the health of our patients, our loved ones, and our community.

Benefits Eligible Not Benefits Eligible Work Shift Day - 8 Hour or less Shift (United States of America)

Department 7010 Emergency-ED Provides administrative support to department leadership.

Qualifications

• Education Preferred: High school diploma or equivalent with emphasis in business courses.
• Experience Required: Three years experience in a secretarial position, preferably in healthcare field.
• Knowledge/Skills/Abilities Proficient in MS Word and Excel.
• Excellent organizational, analytical, planning, and communication skills.

Department Specific Requirements

• Department Specific Requirements If assigned to Administration-KDMHH: requires Crisis Prevention Institute (CPI) certification in Nonviolent Crisis Intervention within 60 days of hire.

Job Responsibilities

• Essential Provides administrative support to Director.
• Drafts memos, letters, policies, and procedures as assigned.
• Plans for meetings taking minutes and handling normal distributions.
• Reads incoming mail to determine how it should be handled taking care of the more routine issues.
• Alerts Director regarding any correspondence from government entities, such as DHS, Joint Commission, OSHPD.
• Assures timely communication response.
• Handles day-to-day operational issues with key leadership within service in absence of Director.
• Always respects the nature of the confidentiality.
• Requires discreet and confidential handling of situations.
• Acts as department liaison for director, manager, staff, and others.
• Helps to resolve issues between staff and management.
• Provides counsel to staff on how to handle their issues/coaches/counsels/mentors staff as appropriate.
• Monitors Directors calendar, arranges meetings to provide the best timing and location.
• Analyzes the need for the VP attendance at meetings based on topic and other obligations.
• Suggests alternatives if Director attendance is not critical.
• Manages the calendar based on deadlines and workload of the Director for the day.
• Knows when to call a Director from a meeting to handle more pressing issues.
• Independently controls calls.
• If Director is busy always asks “what can I do to help”.
• Responds to needs of VP's, medical staff, Directors, and others, alerts Director when appropriate.
• Handles patient, physician, family and others complaints.
• Knows when to get the Director or others involved.
• Prepares and maintains department information, databases and statistics.
• Provides analysis of reports, providing necessary follow-through including obtaining further clarification and data as needed.
• Conducts audits to assure compliance with processes.
• Alerts Director to potential concerns.
• Provides budget analysis assistance as assigned.
• Reviews and maintains compliance with billing, codes and charge master maintenance.
• Works independently with finance to resolve discrepancies.
• Manages special projects or programs.
• May plan special events handling all details such as Annual Recognition for all services, Nurses Week, Patient Satisfaction Processes or other department events as assigned.
• Maintains payroll for all staff represented by Director.
• Updates and maintains Kronos audits to assure compliance with Kaweah Health policy.
• Maintains personnel files for all staff represented by Director, this includes preparation and completion of PFP's and maintenance of required license and certifications.
• Additional Demonstrates the knowledge and skills necessary to provide care and services appropriate to the population served on the assigned unit or work area.
• Performs other duties as assigned.

Pay Range $22.93 -$34.40

If you want to use your talents alongside people who face each day with courage and purpose, in an environment that empowers you to do your absolute best, this is where you belong. Keep growing your career! Kaweah Health is committed to a culture that delivers personal, professional, and compassionate experiences for every person, every time.

We hope you choose to join our team of dedicated professionals serving those who entrust us with their care.