JOB DESCRIPTION

TITLE: Administrative Assistant

REPORTS TO POSITION: Varies

DEPARTMENT: Varies

DATE LAST REVIEWED: July 16, 2024

OUR VISION: Creating Americas healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: The Administrative Assistant will be responsible for the overall administrative functions within an assigned department(s).

POSITION OVERVIEW: The Administrative Assistant at St. Charles Health System provides office services for assigned leaders and departments by implementing administrative systems, procedures and policies, and monitoring projects. Administrative Assistants are responsible for providing excellent customer service to all St. Charles Health System caregivers, providers, and visitors in person and via telephone.

This position does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Provides support within the administrative suite through professional and positive communications, clerical functions, project management, calendaring, and problem solving for the assigned directors and departments. May support other members of the management team as requested.

Coordinates functions of various committees by scheduling meetings, coordinating communications, and record keeping.

Drafts reports, letters, minutes, and other materials.

Provides technical, audio visual, desktop publishing (Outlook, Excel, Word, Publisher, Visio, and Power Point) expertise in program applications and technologies for caregivers.

Develops and/or helps maintain visual management for operations, department metrics, regulatory requirements, and projects as requested by directors.

Provides support to achieve and maintain compliance with all local, state, and national health care guidelines, rules, and regulations (Joint Commission, Medicare/CMS, Health Division, ISO, etc.).

Manages the invoice and check request processes frominitial requestthrough final payment.

Reserves and arranges meeting rooms, sends appointments, and takes minutes for meetings as designated by Directors and leadership team.

Coordinates office supplies inventory and ordering.Responsible for stocking supplies, managing office equipment, coordinating service and maintenance, as necessary.

Supports the vision, mission, and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients, and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies, and procedures, supporting the organizations corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required: High school or GED.

Preferred: Bachelors degree.

LICENSURE/CERTIFICATION/REGISTRATION:

Required: N/A

Preferred: Professional Administrative Certification of Excellence (PACE).

EXPERIENCE:

Required: Minimum two (2) years administrative support or office management experience.

Preferred: Three (3) years experience in an Administrative/Executive Assistant level role, including proficiency at

handling multiple tasks. Previous hospital or healthcare experience. Knowledge of medical terminology.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Travel: Ability to meet SCHS driving requirements and travel to SCHS worksites as needed.

General:

Must have excellent oral and written communication skills and ability to interact with a diverse population and professionally represent St. Charles Health System.

Must have strong teamwork and collaborative skills.

Must be able to efficiently handle telephone calls and meeting & resource coordination.

Must have excellent organizational skills and attention to detail.

Must have intermediate to advanced proficiency in Microsoft applications, database management, and document preparation. Must be able to learn various new computer programs in a timely manner as required.

Must be personable, professional, and maintain a positive attitude.

Must be able to work in a fast-paced environment with frequent interruptions while maintaining the highest level of confidentiality.

Must be able to multi-task and work independentlywith little or no supervision and make sound decisions.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP