Department Assistant - Acute Care Services Administration - FT - Day

100 Stormont-Vail HealthCare, Inc.; Topeka (KS); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Stormont Vail Health seeks an administrative clerk to support department operations in Topeka, KS. You will greet visitors, handle calls, manage calendars and coordinate meetings, while ensuring accurate attendance, payroll data and records.

The role requires a high school diploma or GED, clerical experience, and proficiency in Microsoft Office. A fast-paced environment and strong customer service skills are essential, with emphasis on accuracy and meeting deadlines.

Qualifications

• High school diploma or GED required.
• Clerical or administrative experience.
• Proficient in Microsoft Office programs (required).
• Ability to work in a fast-paced environment (required).
• Exceptional customer service skills (required).
• Strong time management and prioritization abilities (required).
• Accurate data entry with minimal errors (required).
• Ability to handle pressure and meet deadlines (required).

Responsibilities

• Greets applicants, team members and guests, directing them to the appropriate person.
• Answer incoming calls and provide information or route to the right colleague.
• Schedule appointments and maintain department calendars.
• Coordinate conferences and meetings and arrange related logistics.
• Maintain department time and attendance, payroll and attendance records.
• Track hours and leave for department staff.
• Generate reports and alert leaders to scheduling or staffing issues.
• Handle inventory, purchases, records, mail, scanning and filing for the department.
• Assist leadership with administrative tasks and special projects as needed.
• Support annual events and department communications.

Skills

Microsoft Office

Fast-paced environment

Customer service

Time management

Data entry

Meeting deadlines under pressure

Education

High School Diploma / GED

Job description

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 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 Qualifications

High School Diploma / GED Required

Experience Qualifications

Clerical or administrative experience.

Preferred Skills and Abilities

• Proficient 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 do

• Greets 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 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

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.

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.