Department Assistant - Acute Care Services Administration - FT - Day

Stormont-Vail HealthCare, Inc.; Topeka (KS); Hybrid; USD 35,000 - 45,000; Full time

Job summary

Stormont Vail HealthCare, Inc. is seeking an Administrative Assistant to perform clerical duties and support the department’s daily operations in a fast-paced environment.

You will greet applicants and guests, answer calls, schedule appointments, manage calendars, and assist with attendance tracking and reports. The role requires high school diploma/GED, strong Microsoft Office skills, and exceptional customer service.

Qualifications

• High School Diploma or GED required.
• Clerical or administrative experience.
• Proficient in Microsoft Office programs.
• Ability to work in a fast-paced environment.
• Exceptional customer service skills.
• Time management with an ability to prioritize tasks.
• Skill in data entry with minimal errors.
• Works well under pressure to meet deadlines.

Responsibilities

• Greets applicants, team members and guests, notifying receiving personnel of arrivals.
• Receives incoming calls, responds independently, answering questions or directing to appropriate team member.
• Schedule appointments/meetings, maintains department calendars. Make arrangements for and coordinate conferences and meetings.
• Maintain department time and attendance, payroll and employee attendance.
• Tracks hours worked and leave as necessary for department staff. Runs reports and keeps leaders aware of scheduling issues.
• Maintains department operations including inventory, purchase orders/supplies, record keeping, mail sorting, scanning, filing, and other department specific tasks which ensures the continual functioning of the area.
• Assists leadership with completing their administrative tasks as necessary.
• Performs data entry work, scanning, organizing duties as necessary.
• Performs special projects as necessary. Assists with annual events.
• Sends department communication as requested.

Skills

Microsoft Office

Customer service

Time management

Data entry

Education

High School Diploma / GED

Job description

Position Status:Full timeShift:First Shift (Days - Less than 12 hours per shift) (United States of America)Hours per week:40Job InformationExemption Status: Non-ExemptA Brief OverviewPerforms administrative and clerical duties to ensure the continual functioning of the department. Works collaboratively with communications staff to meet the needs of projects using a variety of skills and procedures.Education QualificationsHigh School Diploma / GED RequiredExperience QualificationsClerical or administrative experience. PreferredSkills and AbilitiesProficient in Microsoft Office programs. (Required proficiency)Ability to work in a fast-paced environment. (Required proficiency)Exceptional customer service skills. (Required proficiency)Time management with an ability to prioritize tasks (Required proficiency)Skill in data entry with minimal errors. (Required proficiency)Works well under pressure to meet deadlines. (Required proficiency)What you will doGreets applicants, team members and guests, notifying receiving personnel of arrivals. Knowledgeably directs guests to team member that can assist them.Receives incoming calls responds independently, answering questions, providing information or directing to appropriate team member.Schedule appointments/meetings, maintains department calendars. Make arrangements for and coordinate conferences and meetings. Maintain department time and attendance, payroll and employee attendance.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.Maintains department operations including but not limited to inventory, purchase orders/supplies, record keeping, mail sorting, scanning, filing, and other department specific tasks which ensures the continual functioning of the area.Assists leadership with completing their administrative tasks as necessary.Performs data entry work, scanning, organizing duties as necessary.Performs special projects as necessary. Assists with annual events.Sends department communication as requested.Required for All JobsComplies with all policies, standards, mandatory training and requirements of Stormont Vail HealthPerforms other duties as assignedPatient Facing OptionsPosition is Not Patient FacingRemote Work GuidelinesWorkspace 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 CapabilityHybridScopeNo Supervisory ResponsibilityNo Budget Responsibility No Budget ResponsibilityPhysical DemandsBalancing: Occasionally 1-3 HoursCarrying: Occasionally 1-3 HoursClimbing (Ladders): Rarely less than 1 hourClimbing (Stairs): Rarely less than 1 hourCrawling: Rarely less than 1 hourCrouching: Rarely less than 1 hourDriving (Automatic): Rarely less than 1 hourDriving (Standard): Rarely less than 1 hourEye/Hand/Foot Coordination: Frequently 3-5 HoursFeeling: Occasionally 1-3 HoursGrasping (Fine Motor): Frequently 3-5 HoursGrasping (Gross Hand): Occasionally 1-3 HoursHandling: Occasionally 1-3 HoursHearing: Occasionally 1-3 HoursKneeling: Rarely less than 1 hourLifting: Occasionally 1-3 Hours up to 25 lbsOperate Foot Controls: Rarely less than 1 hourPulling: Occasionally 1-3 Hours up to 25 lbsPushing: Occasionally 1-3 Hours up to 25 lbsReaching (Forward): Occasionally 1-3 Hours up to 25 lbsReaching (Overhead): Occasionally 1-3 Hours up to 25 lbsRepetitive Motions: Frequently 3-5 HoursSitting: Frequently 3-5 HoursStanding: Occasionally 1-3 HoursStooping: Occasionally 1-3 HoursTalking: Occasionally 1-3 HoursWalking: Occasionally 1-3 HoursWorking ConditionsBurn: Rarely less than 1 hourChemical: Rarely less than 1 hourCombative Patients: Rarely less than 1 hourDusts: Rarely less than 1 hourElectrical: Rarely less than 1 hourExplosive: Rarely less than 1 hourExtreme Temperatures: Rarely less than 1 hourInfectious Diseases: Rarely less than 1 hourMechanical: Rarely less than 1 hourNeedle Stick: Rarely less than 1 hourNoise/Sounds: Occasionally 1-3 HoursOther Atmospheric Conditions: Rarely less than 1 hourPoor Ventilation, Fumes and/or Gases: Rarely less than 1 hourRadiant Energy: Rarely less than 1 hourRisk of Exposure to Blood and Body Fluids: Rarely less than 1 hourRisk of Exposure to Hazardous Drugs: Rarely less than 1 hourHazards (other): Rarely less than 1 hourVibration: Rarely less than 1 hourWet and/or Humid: Rarely less than 1 hourStormont 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.