Administrative Assistant to the Director of B

5 days ago

KailuaKona, United States Hawai'i Island Community Health Center Full time
Job DescriptionJob Description

I. POSITION FUNCTION SUMMARY

Under the direction and supervision of the Director of Behavioral Health and Director of Pharmacy Services, this Administrative Assistant position provides a full range of administrative and meeting support to both supervising directors and their associating departments.

The Administrative Assistant to the Director of Behavioral Health and Director of Pharmacy Services will independently administer several assigned responsibilities while simultaneously ensuring excellent customer service at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This position may have various work assignments within HICHC. This description is intended to be generic in nature, and as such it does not detail all duties and responsibilities of the job assignment. Various duties, responsibilities and accountabilities may be assigned to an incumbent in this position depending on clinic needs, and may include but not be limited to the following:

• Provides a full range of administrative, clerical and office support tasks to the Director of Behavioral Health, Director of Pharmacy Services and associated departments.

• Sets and manages daily schedules and calendars, arranges meetings and appointments, reserves meeting space, and provides reminders.

o Schedules and attends meetings, taking dictation and minutes.

o Accurately enters data from departmental meetings.

• Builds internal schedules and templates within an Electronic Health Record (EHR) system.

• Reviews timecards, manages PTO requests and blocks schedules.

o Includes the management of same day urgent call out notifications and blocks.

• Prepares and coordinates orientation schedules for new Behavioral Health and Pharmacy staff.

• Coordinates travel arrangements and accommodations for supervising directors and/or other assigned staff.

• Coordinates purchasing and maintenance of departmental supplies and manages departmental purchase orders.

• Develops forms and documents, reviews and proofreads documents as requested by department leads.

• Manages and actively tracks peer reviews and collects data associated with this.

• Maintenance of telephone directory and other departmental and/or company information.

• Meets with supervisors frequently for task planning.

• Performs other duties as assigned by supervisors consistent with the position and in compliance with HICHC policies and procedures.

III. POSITION SPECIFICATION

Requirements of Position

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• High School graduate or GED certificate and 5 years administrative experience required.

• Associates degree or appropriate work experience will be considered.

• Background in medical or pharmacy field preferred.

Licenses and Certifications

• Valid Hawaiʻi driver's license and current auto insurance required.

Knowledge, Skills and Abilities

• Experience working in a customer-focused and fast-paced professional environment.

• High level verbal and written communications skills.

• Excellent organizational and multitasking skills.

• Excellent time management skills with a proven ability to meet deadlines.

• Sensitivity to the multicultural nature of the service area population.

• Customer-oriented communication skills.

• Discretion and confidentiality.

• Supervisory Authority and Accountability.

Physical Requirements

• Able to sit and work at a computer for an extended period of time.

• Able to stoop, kneel, bend at the waist and reach daily.

• Able to lift up to 25 pounds occasionally.

Personal Characteristics

Personal characteristics to include: a team player, high integrity, communication and customer relations

skills, regular work attendance, courteous and friendly, able to work well with diverse groups of people,

and gain and maintain respect of others.

Confidential and Sensitive Information

Because the employee has access to personal and professional data regarding individual employees and

their families, personal data regarding individual patients and the families, and/or sensitive company

financial data, an essential job result is the maintenance of a high level of confidentiality of the

information processed by the employee. Violation of this confidence may result in disciplinary action, up

to and including termination of employment.

REMARKS

The foregoing position description is not all-inclusive of the duties that may be assigned to the

employee. To ensure maximum flexibility and efficiency and to encourage cross training, employees

will be assigned additional duties as deemed necessary or desirable by HICHC.

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