Department Assistant - CV Service Line - FT - Day

stormontvail; Topeka (KS); Hybrid; USD 32,000 - 52,000; Full time

Job summary

Stormont Vail Health in Topeka, KS is seeking a detail-oriented administrative specialist to support the department, greet visitors, manage calls, and schedule meetings. This role handles routine clerical tasks with emphasis on accuracy and customer service.

The position requires data-entry precision, strong time management and the ability to work under pressure in a fast-paced environment. Hybrid work arrangement with daytime hours.

Qualifications

• High School diploma or GED required.
• Clerical or administrative experience preferred.
• Proficiency in Microsoft Office and data entry accuracy.

Responsibilities

• Greets applicants, guests and directs to appropriate staff.
• Answers incoming calls and provides information or routes inquiries.
• Schedules appointments and maintains department calendars.
• Tracks hours, leaves and generates scheduling reports.
• Maintains department operations including records, mail and filing.
• Supports leadership with administrative tasks as needed.

Skills

MS Office proficiency

Fast-paced work

Customer service

Time management

Accurate data entry

Deadline driven

Education

High School Diploma / GED

Tools

Microsoft Office

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.
• 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.

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.
• 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

Physical Demands

• Balancing: Occasionally 1-3 Hours
• Carrying: Occasionally 1-3 Hours
• Climbing (Ladders): Rarely less than 1 hour
• Climbing (Stairs): Occasionally 1-3 Hours
• 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, marit