Department Assistant 2 - CV Service Line - FT - Day

Stormont-Vail HealthCare, Inc.; Topeka (KS); On-site; USD 40,000 - 55,000; Full time

Job summary

Stormont Vail Health is seeking an experienced administrative assistant to support department operations with high autonomy and performance.

You will perform dictation, prepare confidential documents, manage calendars, schedule meetings, and assist with reports while coordinating with leaders and HR as needed.

Qualifications

• Strong verbal and written communication skills.
• Works well under pressure to meet deadlines.
• Knowledge and proficiency with Microsoft Word, Excel and PowerPoint.
• Analytical thinking to evaluate costs and benefits of actions.
• Technical skills to perform data entry, create reports, and manage calendars.
• Ability to stay calm and professional in stressful situations.

Responsibilities

• Works independently and prioritizes tasks with initiative.
• Takes and transcribes dictation; prepares confidential documents and reports.
• Researches and abstracts information for meetings, projects and reports.
• Greets applicants, team members and guests; directs visitors appropriately.
• Schedules appointments and maintains department calendars; coordinates conferences.
• Tracks hours and leave for department staff; runs reports for scheduling issues.

Skills

MS Word

Excel

PowerPoint

Data entry

Calendar management

Communication

Education

High School Diploma / GED

Bachelor's Degree Preferred

Tools

Office productivity suite

Job description

Position Details

Position Status: Full time Shift: First Shift (Days - Less than 12 hours per shift) (United States of America) Hours per week: 40 Job Information Exemption Status: Non-Exempt

A Brief Overview

Performs complex administrative and clerical duties to ensure the continual functioning of the department. Works collaboratively with leaders to meet the needs of the department using a variety of skills and procedures. This level of assistant is expected to function with greater autonomy with a higher performance output.

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Preferred

Experience Qualifications

• 3 years Clerical or administrative support experience.

Required Skills and Abilities

• Strong verbal and written communication skills. (Required proficiency)
• Works well under pressure to meet deadlines. (Required proficiency)
• Knowledge and proficiency with Microsoft Word, Excel and PowerPoint programs. (Required proficiency)
• Considering the relative costs and benefits of potential actions to choose the most appropriate one. (Required proficiency)
• Technical skills to perform data entry, create reports, and manage calendars (Required proficiency)
• Ability to stay calm and professional in stressful situations. (Required proficiency)

What you will do

• Works independently and uses initiative and judgement to prioritize tasks and refer matters to the delegated authority.
• Takes and transcribes dictation, composes and prepares confidential correspondence, reports, and other complex documents.
• Researches and abstracts information and supporting data in preparation for meetings, projects and reports.
• Greets applicants, team members and guests, notifying receiving personnel of arrivals.
• Knowledgeably directs guests to team member that can assist them.
• Schedule appointments/meetings, maintains department calendars.
• Make arrangements for and coordinate conferences and meetings.
• Tracks hours worked and leave as necessary for department staff.
• Runs reports and keeps leaders aware of scheduling issues, low staffing, low balances, etc.
• Runs reports as necessary.
• Tracks hours worked and leave as necessary for department staff.
• Runs reports and keeps leaders aware of scheduling issues, low staffing, low balances, etc.
• Runs reports as necessary.
• Assists leadership with completing their administrative tasks as necessary.
• Assists / oversees with payroll process when required and serves as an interface with human resources.
• Performs higher level special projects with little oversight.
• Drafts and sends department communications and correspondence.
• Composes and prepares agendas, notices, minutes, and resolutions for meetings.
• Serves as a resource for department team members.

Required for All Jobs

Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health Performs other duties as assigned

Patient Facing Options Position is Not Patient Facing

Remote Work Guidelines

Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards. Stable access to electricity and a minimum of 25mb upload and internet speed. Dedicate full attention to the job duties and communication with others during working hours. Adhere to break and attendance schedules agreed upon with supervisor. Abide by Stormont Vail’s Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.

Remote Work Capability

Hybrid Scope No Supervisory Responsibility No Budget Responsibility No Budget Responsibility

Physical Demands

• Balancing: Occasionally 1-3 Hours
• Carrying: Occasionally 1-3 Hours
• Climbing (Ladders): Rarely less than 1 hour
• Climbing (Stairs): Rarely less than 1 hour
• Crawling: Rarely less than 1 hour
• Crouching: Rarely less than 1 hour
• Driving (Automatic): Rarely less than 1 hour
• Driving (Standard): Rarely less than 1 hour
• Eye/Hand/Foot Coordination: Frequently 3-5 Hours
• Feeling: Occasionally 1-3 Hours
• Grasping (Fine Motor): Frequently 3-5 Hours
• Grasping (Gross Hand): Occasionally 1-3 Hours
• Handling: Occasionally 1-3 Hours
• Hearing: Occasionally 1-3 Hours
• Kneeling: Rarely less than 1 hour
• Lifting: Occasionally 1-3 Hours up to 25 lbs
• Operate Foot Controls: Rarely less than 1 hour
• Pulling: Occasionally 1-3 Hours up to 25 lbs
• Pushing: Occasionally 1-3 Hours up to 25 lbs
• Reaching (Forward): Occasionally 1-3 Hours up to 25 lbs
• Reaching (Overhead): Occasionally 1-3 Hours up to 25 lbs
• Repetitive Motions: Frequently 3-5 Hours
• Sitting: Frequently 3-5 Hours
• Standing: Occasionally 1-3 Hours
• Stooping: Occasionally 1-3 Hours
• Talking: Occasionally 1-3 Hours
• Walking: Occasionally 1-3 Hours

Working Conditions

• Burn: Rarely less than 1 hour
• Chemical: Rarely less than 1 hour
• Combative Patients: Rarely less than 1 hour
• Dusts: Rarely less than 1 hour
• Electrical: Rarely less than 1 hour
• Explosive: Rarely less than 1 hour
• Extreme Temperatures: Rarely less than 1 hour
• Infectious Diseases: Rarely less than 1 hour
• Mechanical: Rarely less than 1 hour
• Needle Stick: Rarely less than 1 hour
• Noise/Sounds: Occasionally 1-3 Hours
• Other Atmospheric Conditions: Rarely less than 1 hour
• Poor Ventilation, Fumes and/or Gases: Rarely less than 1 hour
• Radiant Energy: Rarely less than 1 hour
• Risk of Exposure to Blood and Body Fluids: Rarely less than 1 hour
• Risk of Exposure to Hazardous Drugs: Rarely less than 1 hour
• Hazards (other): Rarely less than 1 hour
• Vibration: Rarely less than 1 hour
• Wet and/or Humid: Rarely less than 1 hour

Equal Opportunity Statement

Stormont Vail is an equal opportunity employer and adheres to the philosophy and practice of providing equal opportunities for all employees and prospective employees, without regard to the following classifications: race, color, ethnicity, sex, sexual orientation, gender identity and expression, religion, national origin, citizenship, age, marital status, uniformed service, disability or genetic information. This applies to all aspects of employment practices including hiring, firing, pay, benefits, promotions, lateral movements, job training, and any other terms or conditions of employment. Retaliation is prohibited against any person who files a claim of discrimination, participates in a discrimination investigation, or otherwise opposes an unlawful employment act based upon the above classifications.

Company Description

Stormont Vail Health is a nonprofit integrated health system that has been serving the health care needs of Kansas for more than 130 years. Stormont Vail has been recognized as a Magnet® organization since 2009 by the American Nurses Credentialing Center. It is composed of Stormont Vail Hospital, a 586-bed acute care hospital, and Cotton O’Neil Clinic, a multi-specialty physician group with more than 500 providers, which includes more than 250 physicians. Nearly 5,300 employees provide care and support services for patients in the hospital and 35 other locations, including the Cotton O’Neil Heart Center, Cancer Center, Diabetes & Endocrinology Center, Digestive Health Center, Pediatrics clinics and 10 regional primary care clinics. Stormont Vail Health is committed to its mission of improving the health of the community by being a national leader in providing compassionate, high quality and efficient integrated care through collaboration that results in a healthier community.