Department Assistant - CV Service Line - FT - Day

100 Stormont-Vail HealthCare, Inc.; Topeka (KS); Hybrid; USD 34,000 - 42,000; Full time

Job summary

Stormont Vail Health is seeking a full-time clerical/administrative assistant in Topeka, KS. The role supports daily department operations, scheduling, data entry, and communications. Strong MS Office skills and customer service are essential.

Responsibilities include greeting visitors, answering calls, maintaining calendars, and assisting leadership with administrative tasks. A High School Diploma or GED is required, with prior clerical experience preferred.

Qualifications

• High School Diploma / GED required.
• Clerical or administrative experience.

Responsibilities

• Greets applicants, team members and guests, notifying receiving personnel of arrivals.
• Directs guests to the appropriate team member for assistance.
• Receives incoming calls, answers questions, provides information or directs to the right person.
• Schedules appointments/meetings and maintains department calendars.
• Coordinates conferences and meetings and makes related arrangements.
• Tracks hours worked and leave for department staff.
• Runs reports and alerts leaders to scheduling issues and staffing levels.
• Maintains department operations including inventory, purchase orders, and record keeping.
• Assists leadership with completing administrative tasks as needed.
• Performs data entry, scanning and organizing duties.
• Completes special projects as required.
• Supports annual events and department communications.

Skills

Microsoft Office proficiency

Fast-paced environment

Customer service

Time management

Data entry accuracy

Deadline-driven

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

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 Employer

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.

About Stormont Vail Health

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.