Administrative Assistant To Physician

kansashealthsystem; Westwood (KS); On-site; USD 35,000 - 50,000; Full time

Job summary

Kansas Health System is seeking an Administrative Assistant to support the Physician at Westwood Administration - East. The role provides high-level administrative support, handles correspondence, scheduling, meetings, and special projects with discretion.

Responsibilities include phone screening, project coordination (office moves, policies, events), payroll coordination backup for KRONOS, and maintaining confidential files in a HIPAA-compliant environment. Strong MS Office skills required.

Qualifications

• High school diploma or GED required.
• 3+ years broad administrative/secretarial experience.
• Excellent telephone, verbal and written communication skills.
• Knowledge of Microsoft Project Manager.

Responsibilities

• Answers and screens incoming calls and routes messages.
• Manages projects such as office moves, policy compilation and event planning.
• Represents department to hospital executives, vendors, physicians, staff and community agencies.
• Coordinates payroll backup for KRONOS managers.
• Prepares correspondence, memos and reports; maintains filing system and confidentiality.
• Maintains patient confidentiality in accordance with HIPAA.

Skills

Telephone skills

Verbal communication

Written communication

Customer service

Adaptability

Education

Bachelor's Degree or technical/professional training

Tools

Microsoft Project

Job description

Administrative Assistant To PhysicianWestwood Administration - East

Position Summary / Career Interest:

This position provides administrative support to the Physician. Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Duties include general clerical, receptionist and project based work. Must project a professional company image through in-person and phone interaction.

Responsibilities and Essential Job Functions

• Answers and screens incoming telephone calls, determining appropriate routing, transcribes messages with accurate detail.
• As delegated by the Physician - may manage projects such as office moves, policy compilation, and event planning. Handles duties related to continuing education programs, registration, schedules, materials preparation for meetings and notifying meeting participants
• As delegated by the Physician – may represent department management for communicating information to hospital executive team, vendors, physicians, staff, and community agencies
• Assists with the coordination of payroll, acting as a backup for the KRONOS managers.
• Composes correspondence, memos, and reports: types and proofs materials; edits, collates, assembles, and distributes documentation as needed. Prepares reports, activities calendars, mass mailings (i.e., letters and memos for staff).
• Creates information database products to support Management as requested.
• Demonstrates competencies in computer programs such as: Microsoft Office Word, Excel and PowerPoint, email, intra/internet programs.
• Maintains patient confidentiality in accordance with HIPPA regulations at all times
• Prioritizes correspondence, memos, reports, internal signature files and appointments; coordinates and schedules meetings, appointments, and conferences.
• Reviews, classifies, and files correspondence, documents, and materials in main filing system; secures confidential file system dealing with sensitive documentation.
• Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
• These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.

Required Education and Experience

• High School Graduate or GED.
• 3 or more years broad administrative/secretarial experience

Preferred Education and Experience

• Bachelors Degree or Technical/Professional training/degree in Business School Training.

Knowledge Requirements

• Must have excellent telephone skills, verbal and written communication skills.
• Ability to be flexible and adapt to change while maintaining a high level of professionalism, with an emphasis on positive customer relations.
• Knowledge of Microsoft Project Manager

Time Type:

Full time

Job Requisition ID:

R-57988

Important information for you to know as you apply:

• The health system is an equal employment opportunity employer. Qualified applicants are considered for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, ancestry, age, disability, veteran status, genetic information, or any other legally-protected status. See also Diversity, Equity & Inclusion.

• The health system provides reasonable accommodations to qualified individuals with disabilities. If you need to request reasonable accommodations for your disability as you navigate the recruitment process, please let our recruiters know by requesting an Accommodation Request form using this link [e-mail].

• Employment with the health system is contingent upon, among other things, agreeing to the health-system-dispute-resolution-program.pdf and signing the agreement to the DRP.