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Operations Assistant- CMH Cardiovascular Admin

1 month ago

Peoria, United States Carle Health Full time

Position Summary:

To provide advanced, diversified and technical expertise necessary to support the executive medical director and executive director of Cardiovascular Services.

Qualifications:

EducationAssociate's Degree in the field(s) of secretarial, business or related field preferred.

Work Experience
1-3 years of experience in/with clerical support at the executive level required.

License and CertificationNone noted

Required English SkillsAdvanced reading skills
Advanced writing skills
Advanced oral skills

Communication SkillsAbility to respond appropriately to customer/co-worker.

Interaction with a wide variety of people Maintain confidential information Ability to communicate only the facts to recipients or to decline to reveal information Ability to project a professional, friendly, helpful demeanor

Computer Skills
Intermediate computer knowledge: Ability to troubleshoot minor problems within a Windows OS, operates within a network environment, uses spreadsheet, database, word processing and internet applications proficiently. Learns new applications without difficulty and is able to aid others in immediate work area with computerquestions.

Essential Functions:

Develops and maintains processes and systems that support the activities of Cardiovascular Services.
  • Finds needed data from internal and conventional public sources and uses acquired data effectively
  • Obtains benchmark data as needed
  • Efficiently conducts internet searches as identified
  • Performs analysis with minimal direction, elicits appropriate input identifying statistical tools and techniques that will help better display and show analysis of the data
  • Approaches problems with systematic and critical thinking; identifies the implications of the analysis and communicates potential impact and offers recommendations/solutions that assist with projects
  • Continually identifies data that needs to be gathered and improved mechanisms for reporting data
  • Assists in data tracking and reporting; supports department databases and keeps them current
  • Assists in tracking department variances
Provides clerical support in a timely and efficient manner.
  • Communicates effectively with other administrative assistant/support staff throughout the medical center
  • Shows good judgment in the screening process, getting priority messages to intended parties in a timely manner
  • Demonstrates resourcefulness in resolving issues or inquiries; does so in an independent manner
  • Proactively anticipates needs, both defined and undefined, to enhance/improve workflow and effective communication
  • Demonstrates a well developed ability to effectively communicate with a wide range of people
  • Organizes and completes assignments independently and in an efficient and timely manner, while maintaining utmost confidentiality
  • Multi-tasks and works under pressure with many interruptions; completes projects or work tasks successfully and meets time lines
  • Composes letters, memos and reports, ensuring professional looking, accurate and grammatically correct finished documents
  • Proofreads documents and makes suggestions for revisions
  • Maintains complete, easy to retrieve files with information that is readily accessible; regularly updates and deletes files
  • Ensures mail is distributed in a timely manner; prioritizes mail and routes accordingly
  • Makes travel arrangements as requested; completes travel vouchers and submits for reimbursement
  • Keeps space organized, orders supplies as needed, and provides for back-up of materials when gone
  • Assists with updating Policies & Procedures manual
Maintains meeting schedules and prepares needed materials.
  • Schedules/coordinates appointments and meetings; maintains accurate calendars
  • Assists in agenda preparation for meetings; organizes and distributes meeting materials prior to meetings
  • Attends meetings as needed, taking thorough, concise and accurate notes
  • Transcribes minutes using the proper format and disseminates minutes to the appropriate parties in a timely manner
  • Creates flowcharts and reports ensuring a professional look
  • Assists in preparation of content and look of presentations
  • Ensures needed equipment and refreshments are available at meetings
Demonstrates technological knowledge
  • Demonstrates proficiency in computer software and maintains strong knowledge of the latest technology in computer software (including, but not limited to: Power Point, Excel, Word, Access, Publisher, Outlook, Visio)
  • Serves as a resource to clerical support staff and others on the use of various software functions; provides training and shares knowledge/expertise to others
  • Develops new skills that improve the quality and efficiency of job duties
  • Creates professional, creative Power Point presentations for various internal and external audiences
  • Routinely generates and distributes department reports


We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: human.resources@carle.com.

Effective September 20, 2021, the COVID 19 vaccine is required for all new Carle Health team members. Requests for medical or religious exemption will be permitted.