Patient Care Services Administrative Assistant

Grande International Hospital; La Grande, Northern (OR, KY); Hybrid; USD 34,000 - 46,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Flexible Spending Account (FSA and HSA

401K Plan with Roth Options

401K employer match

Job summary

Grande Ronde Hospital is seeking a Patient Care Services Administrative Assistant to provide high-level admin support for the Senior Director and CNO, manage calendars, meetings, and telemedicine coordination, and support language services and Lean initiatives.

The ideal candidate has a high school diploma, 2 years of admin experience, and some healthcare exposure. On-site, Mon-Fri 8:00am-4:30pm with salary range above. Benefits include health, vision, FSA/HSA, 401(k) with match, PTO, and more.

Qualifications

• High school diploma or equivalent required.
• Associate degree or some college coursework in business administration, office management, or related field preferred.
• Minimum of two (2) years previous administrative or office support experience required.
• Experience in healthcare, telemedicine, or operational support preferred.

Responsibilities

• Provides high-level administrative support to the Senior Director of Patient Care Services/CNO and Assistant CNO, including managing calendars, coordinating meetings, assisting with technology needs, and ensuring smooth daily workflow operations.
• Prepares agendas for Patient Care Services meetings, arranging catering, documenting and distributing minutes and materials, and ensuring timely follow-up on action items.
• Supports operational excellence initiatives, including Lean management and process improvement projects, by assisting with planning, data collection, and reporting.
• Serves as primary coordinator for telemedicine services, including contracts, provider schedules, equipment inventory, and billing coordination with site staff and IT.
• Coordinates language and interpreter services, maintains policy procedures, and ensures availability of interpreter resources.
• Promotes compliance with staffing laws and department budgets by scheduling meetings, maintaining records, and tracking education requests.

Job description

Patient Care Services Administrative Assistant

Job Category: Administrative Support Services

Requisition Number: PATIE002593

• Full-Time
• On-site

Locations

Showing 1 location

• Pay or shift range: $24.36 USD to $33.58 USD
  The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

Description

The Patient Care Services Administrative Assistant provides high-level administrative support while coordinating key operational initiatives to ensure the efficient
functioning of Patient Care Services departments. This role manages scheduling, communication, and documentation tasks, including supporting meetings by preparing
agendas, recording minutes, and coordinating meeting logistics. The position also serves as the primary coordinator for telemedicine services, language and interpreter services, and operational excellence initiatives, including Lean management projects. This role is essential in supporting the executive leader’s ability to lead effectively and maintain a professional and highly competent presence throughout the organization. The ideal candidate demonstrates strong organizational skills, attention to detail, and the ability to collaborate with clinical and administrative teams to enhance patient care, optimize workflows, and support continuous improvement efforts.

Qualifications:

• High school diploma or equivalent required.
• Associate degree or some college coursework in business administration, office management, or related field preferred.
• Minimum of two (2) years previous administrative or office support experience required.
• Experience in healthcare, telemedicine, or operational support preferred.

Primary Duties and Responsibilities:

• Provides high-level administrative support to the Senior Director of Patient Care Services/CNO and Assistant CNO, including managing calendars, coordinating
  meetings, assisting with technology needs, and ensuring smooth daily workflow operations.
• Prepares agendas for Patient Care Services meetings as directed, arranging catering, documenting and distributing meeting minutes and materials, and ensuring timely tracking and follow-up on assigned action items to support accountability and workflow efficiency.
• Supports operational excellence initiatives, including Lean management and process improvement projects, by assisting with project planning and coordination, collecting and collating relevant data, tracking project milestones and progress, and preparing reports or presentations for leadership.
• Serves as the primary coordinator for telemedicine services, including assisting with telehealth contracts, publishing and updating provider schedules, managing equipment inventory and locations, coordinating with site staff for billing, and collaborating with IT and biomedical engineering teams to ensure proper maintenance, access, support, and demonstration of telemedicine equipment as needed. May also assist in developing solutions and implementing telehealth projects in the acute care, ambulatory care, transitions of care, and in-home monitoring product lines.
• Coordinates language and interpreter services for patients with limited English proficiency or other language needs. Responsibilities include maintaining the Language and Communication Services policy and procedures, assisting with language service contracts, coordinating with contracted language service providers to ensure timely and accurate translation and interpretation, managing the inventory and location of interpreter devices and auxiliary aid kits, and ensuring the availability of language and interpreter service resources for staff.
• Promotes compliance with staffing laws and bargaining unit agreements by coordinating and scheduling committee meetings, maintaining accurate records and staffing plans, updating and posting department committee lists, tracking Professional Nursing Care Committee (PNCC) education requests, and assisting with the timely disbursement of PNCC funds.
• Supports Patient Care Services providers by publishing providers schedules, assisting with timekeeping and verification of hours worked, processing education reimbursement requests, and tracking quality incentive programs, including maintaining accurate records and coordinating timely disbursement.
• Performs a variety of office management duties to ensure smooth departmental operations, including professionally answering and directing phone calls, maintaining an efficient and organized filing system, monitoring and replenishing office supplies, and providing scheduling flexibility to accommodate meetings, events, or special projects.
• Works closely with clinical and administrative teams to assist with special projects and departmental initiatives aimed at enhancing patient care, improving workflow efficiency, and supporting continuous improvement efforts.
• Acts as a liaison between the CNO/ACNO, Patient Care Services departments, and other hospital departments to ensure seamless communication and coordination,
  enabling the executive leadership to operate effectively and maintain a strong professional presence; performs related duties as assigned.

Skills and Abilities:

• Skilled in planning, organizing, and coordinating meetings, events, and conferences, including logistics, travel arrangements, itineraries, agendas, materials, and follow-up.
• Skilled in using Microsoft Office Suite (Word, Excel, Outlook, Visio, Teams)
• Skilled in using microcomputers, including desktops, laptops, tablets, and smartphones used to perform tasks such as word processing, data entry, creating spreadsheets, managing databases, and developing presentations.
• Ability to operate and troubleshoot office equipment, including laser printers, color printers, photocopiers, scanners, and fax machines.
• Ability to manage calendars, meetings, deadlines, and deliverables to ensure timely completion and compliance with organizational standards.
• Ability to maintain documentation, reports, and records while ensuring accuracy, accessibility, and exercise discretion, judgment, and confidentiality when handling
  sensitive information.
• Ability to prepare, proofread, and format professional correspondence, reports, and presentations for executive-level audiences.
• Ability to anticipate senior leadership needs and proactively resolve scheduling, workflow, or communication challenges.

Physical Demands and Work Environment:

• Ability to lift 25 pounds.
• Able to sit, stand, walk, bend, squat, reach, and stretch frequently
• Ability to communicate effectively through reading, writing, and speaking in person or on telephone
• Requires frequent use of computer
• Must be able to perform the primary duties and responsibilities of the job with or without reasonable accommodation.

Monday through Friday from 8:00am to 4:30pm

Compensation:

$24.36-$33.58 DOE

• Health Insurance
• Vision Insurance
• Flexible Spending Account (FSA and Health Savings Account (HSA) Options
• 401K Plan with Roth Options
• 401K 3% employer match and a 2% base non-elective employer contribution
• Eligibility for company-paid benefits such as life insurance and long-term disability, subject to applicable waiting periods
• Option to elect Supplemental employee, spouse, and child life insurance
• Paid Time Off (PTO)
• Access to the Employee Assistance Program
• Discounts: available for meals in the cafeteria and over-the-counter pharmacy items
• Exercise/Fitness Facility: access to the Rehab Therapy Fitness Center for the employee and dependents

Expectations for All Employees Support the organization’s mission, vision and values by adhering to the behavioral standards of Grande Ronde Hospital. Comply with all laws and regulations affecting Grande Ronde Hospital. Be familiar with and adhere to the Personnel Policy Manual and the Code of Conduct and support the Grande Ronde Hospital Compliance Program. Effective communication skills and the ability to work effectively with people from various backgrounds are critical.

Mission: Grande Ronde Hospital and Clinics will ensure access to high quality, cost-effective health care in a safe and customer-friendly environment for all those in need of our services.

Vision: Quality health care is our mission. Patients are our passion.

Qualifications

Education

Required

High School or GED or better.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.