Administrative Specialist

OhioHealth; United States; On-site; USD 52,000 - 76,000; Full time

Job summary

OhioHealth is seeking an experienced administrative professional to support a Health System manager in today’s dynamic healthcare environment. You will help manage information, resources, and patient throughput to enable department success and high-quality care delivery.

The role emphasizes data management, scheduling, and coordination across clinical support teams. This position requires an Associate’s Degree and offers opportunities for growth within a national healthcare system.

Qualifications

• Associate's Degree is required.
• Experience supporting a manager in a healthcare or administrative setting.
• Ability to prepare reports and manage office workflows.

Responsibilities

• Prepare charts, reports, and presentation materials as needed for management materials.
• Schedule meetings, coordinate calendars and agendas, and manage communications.
• Prepare meeting agendas and minutes, coordinate catering and equipment for meetings.
• Open, sort, and deliver interdepartmental mail and documents.
• Maintain time sheets, payroll, and attendance records.
• Facilitate expense reimbursements and track unit expenses and inventory.
• Oversee unit data collection including financial and quality reports and demographics.
• Assist in coordinating patient flow, bed assignments, and discharge communications with care teams.
• Troubleshoot basic office equipment and coordinate IS support when needed.
• Perform other duties as assigned by Leadership.

Skills

Administrative support

Data management

Scheduling

Communication

Payroll & timekeeping

Education

Associate's Degree

Job description

We are more than a health system. We are a belief system. We believe wellness and sickness are both part of a lifelong partnership, and that everyone could use an expert guide. We work hard, care deeply and reach further to help people uncover their own power to be healthy. We inspire hope. We learn, grow, and achieve more – in our careers and in our communities.

Job Description Summary:

Clinical Departments, in today's healthcare setting, are at the center of rapidly changing information, technology, and resource management and procurement. The manager’s role is often consumed by administrative tasks, rather than focused on staff development, performance, and the patient experience. This position supports the Manager in managing information, material resources, and facilitating the flow of information to expedite patient care and patient throughput, which will, in turn, facilitate the manager to lead the department to success.

Responsibilities And Duties:

• 40% Administrative Duties
  • Collect/compile/prepare basic information for inclusion in reports or presentation materials, prepare charts, graphs and/or tables as necessary. Create forms, documents, and worksheets.
  • Perform duties to support efficient management of manager time scheduling/coordinating meetings, appointments, conferences, calendars, prioritizing important information, determining necessary actions to be handled on a timely basis .
  • Prepares meeting agendas/minutes, coordinate catering and/or necessary equipment needs for meetings.
  • Open, sort, and deliver intradepartmental mail
• 25% Unit Operational Duties
  • Maintain/process time sheets, payroll, time and attendance.
  • Facilitate expense reimbursements.
  • Order, track inventory and expenses for unit supplies and equipment.
  • Maintain Leadership filing system.
• 15% Data Management
  • Oversees data collection and maintenance at the unit level including but not limited to financial reports, quality reports, associate demographics, and education and competency compliance.
• 10% Manages patient flow into and out of the unit
  • Assesses number of staff, patients and available open beds. Assigns beds in collaboration with the Clinical Leader. Responsible to track full/empty beds, dirty/clean rooms, correct patient census, etc.
  • Communicates with patient care staff, Triage Department, Registration, other units and departments to keep patient flow moving in a timely and efficient manner.
  • Assist nursing staff with preparing patient information for discharge, including obtaining information for transfers to ECF, Rehab, HomeCare, etc, calling consults to care providers, and answering unit phone.
• 5% Is able to trouble shoot PC's, monitors, printers, fax machines, etc. and make appropriate referrals to the IS Department. Reorders toner, paper and other limited use products, maintaining appropriate supplies and backup.
• 5% Other duties as assigned by Leadership

Minimum Qualifications:

Associate's Degree (Required)

Additional Job Description:

Work Shift: Day Scheduled Weekly Hours : 40 Department Patient Logistics Comm Center

Join us!

if your passion is to work in a caring environment … if you believe that learning is a life‑long process … if you strive for excellence and want to be among the best in the healthcare industry Equal Employment Opportunity OhioHealth is an equal opportunity employer and fully supports and maintains compliance with all state, federal, and local regulations. OhioHealth does not discriminate against associates or applicants because of race, color, genetic information, religion, sex, sexual orientation, gender identity or expression, age, ancestry, national origin, veteran status, military status, pregnancy, disability, marital status, familial status, or other characteristics protected by law. Equal employment is extended to all person in all aspects of the associate‑employer relationship including recruitment, hiring, training, promotion, transfer, compensation, discipline, reduction in staff, termination, assignment of benefits, and any other term or condition of employment WE Are Inspired to Do Our Best. OhioHealth is a nationally recognized, innovative healthcare system delivering world-class patient care in a supportive, professional environment filled with limitless opportunities to learn and grow. We are a unique organization in the healthcare field. Our model system of facilities encompasses a wide scope of expertise and care. For professionals, we are a place where people committed to doing their best are given the tools and resources to accomplish our mission every single day. OhioHealth is recognized as a Great Place to Work CertifiedTM organization. The Great Place to Work® is a global authority on high-trust, high-performance workplace cultures. This recognition is one measure of our success in achieving a part of our vision ̶ to be an organization "where people want to work."