Administrative Specialist

OhioHealth; Williamstown (KY); On-site; USD 42,000 - 54,000; Full time

Job summary

OhioHealth in Williamstown, KY is seeking an administrative support professional to assist the Patient Logistics Center. You will help manage schedules, prepare reports, and coordinate patient flow and bed assignments to keep operations smooth.

You will contribute to data collection and maintenance at the unit level, ensuring accuracy in financial and quality reports while coordinating with nursing staff and other departments. A strong emphasis on safety and efficiency is required.

Qualifications

• Associate’s Degree required.
• Healthcare admin experience preferred.
• Strong organizational and communication skills.

Responsibilities

• Support the manager with administrative tasks and scheduling.
• Prepare reports, agendas, and minutes for meetings.
• Assist with unit operational duties and data management.
• Coordinate patient flow and bed assignments in the unit.
• Troubleshoot basic PC peripherals and routing inquiries to IS.

Skills

Administrative support

Time management

Communication

Data entry

Education

Associate’s Degree

Tools

MS Office

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:1. 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. 2. 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 . 3. Prepares meeting agendas/minutes, coordinate catering and/or necessary equipment needs for meetings. 4. Open, sort, and deliver intradepartmental mail
25%
Unit Operational Duties:1. Maintain/process time sheets, payroll, time and attendance. 2. Facilitate expense reimbursements. 3. Order, track inventory and expenses for unit supplies and equipment.4. Maintain Leadership filing system.
15%
Data Management1. 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.1. 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. 2. Communicates with patient care staff, Triage Department, Registration, other units and departments to keep patient flow moving in a timely and efficient manner. 3. 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

As a High Reliability Organization (HRO), responsibilities require focus on safety, quality and efficiency in performing job duties.

The job profile provides an overview of responsibilities and duties and is not intended to be an exhaustive list and is subject to change at any time

Minimum Qualifications

Associate’s Degree (Required)

Additional Job Description

Work Shift:

Day

Scheduled Weekly Hours :

40

Department

Patient Logistics Comm Center

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