Project Specialist

2 weeks ago

Jackson, United States West Tennessee Healthcare Full time

Category:
Facilities

City:
Jackson
State:
Tennessee
Shift:
0 - Day (United States of America)

Job Description Summary:
Under the direction of the Director and/or Directors of West Tennessee Medical Group, responsible for assistance with the oversight of projects within the scope of the Department. Coordinates activities with internal and external vendors to ensure timely completion of these tasks and projects. Responsible for providing administrative support to the Medical Group operational management staff. Develops and maintains departmental archives, files, and reports, whether in hard copy or electronic formats. Provides administrative support, where necessary to Department Directors and Executive Director, such as preparing correspondence in final form, preparing reports, compiling and reporting specific clinic information as directed, answering and directing phone calls, scheduling meetings, maintaining files, ordering supplies and conducting special projects as assigned, eight hours a day, five days per week. Employee is subject to call back and overtime as required by the hospital.

ESSENTIAL JOB FUNCTIONS:

  • Assists with oversight of projects within the scope of the department as directed. Maintains records and progress notes on projects. Reports status on projects through weekly meetings with the Director.
  • Assists with equipment installations and special projects as assigned.
  • Provides general secretarial duties for the department.
  • Develops and maintains departmental archives, files and reports, whether in hard copy or electronic formats. Also, maintains departmental centralized files for memoranda, reports, articles, and other documents.
  • Maintains cost efficient levels of supplies inventory and is responsible for monitoring and ordering of supplies to replenish stocks.
  • Track contract renewals, assist with initiation of contract review checklists, track contracts routed for signature, both internally and externally, and logs status.
  • Coordinates and schedules meetings for director. Prepares agenda and information packet for monthly clinic manager and other meetings as needed.
  • Responsible for attending clinic manager meetings and all clinic departmental staff meetings as requested. Records, transcribes and types minutes from these meetings. Reviews them with the department director for approval and then distributes minutes.
  • Coordinates travel and expenses processing.
  • Assist with processing system compliance audits received from Bill Welch.
  • Assist with entering the clinic monthly statics into the Axiom system prior to the 3rd business day of the month for all clinics.
  • Assists with developing and reporting specific clinic information and other reports as needed and as directed.
  • Maintain clinic employee database and assists Human Resources with requests such as licensures.
  • Updates clinic policies and procedures in a timely manner as they are updated within the system or create for implementation.
  • Process check request and reviews of accuracy prior to forwarding for appropriate signatures. All check requests should be processed electronically when available.
  • Assist with organization and coordination of departmental social events.
  • Assists director with analysis and records related to department budgets.
  • Assists with tracking provider reimbursement per contract for the Medical Group.
  • Maintains strict confidentiality of information heard, processed or otherwise discussed within the Department, related to physician services, business development, recruitment or other strategic issues.
  • Performs related duties as required or directed.
  • Contribute to a positive work climate and the overall team effort of the department and hospital, perform related responsibilities as required or directed and greet guest in accordance to our Guest Excellence principles.
JOB SPECIFICATIONS:

EDUCATION:
  • High School Diploma or GED equivalent required
  • Associates, technical certificates, or Bachelor's degree preferred
LICENSURE, REGISTRATION, CERTIFICATION:
  • N/A
EXPERIENCE:
  • Minimum of two (2) years' experience in a hospital, physician office or ancillary provider office and strong knowledge of the healthcare industry.
KNOWLEDGE, SKILLS AND ABILITIES:
  • Knowledge of office procedures, filing systems, formation of reports and correspondence.
  • Ability to effectively interact and communicate with other personnel, physicians, and vendors.
  • Requires knowledge and experience with physician clinic practices.
  • Proficiency in Microsoft Office, including Word, Excel, Access, and PowerPoint.
  • Ability to interact and communicate effectively with professionals in the healthcare field, including WTH management, client management, physicians, and clinical staff.
  • Ability to work with minimal supervision.
  • Excellent written, oral and organizational skills.
  • Excellent follow-up and documentation skills, a must.
  • Must possess skills necessary to effectively communicate with professionals, including physicians and clinical staff.


NONDISCRIMINATION NOTICE STATEMENT

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, disability, religion, national origin, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law.

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