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Staff Assistant VIII

1 month ago

Newark, United States ChristianaCare Full time

Are you passionate about serving our patients with Love and Excellence? If so, consider applying for this position at ChristianaCare.

Our Food & Nutrition department located in Newark, DE is looking for a full time Staff Assistant VIII to provide staff support to the General Manager and other management staff within the Department of Food and Nutrition on the Newark campus. Performing high-level, financial management of supply expenses, invoicing, leading team projects, participating in multi-departmental meetings, coordinating events and meetings, multi-project management, and personnel/administrative support. Includes Sodexo programming including but not limited to Catertrax and Birchstreet

Benefits of working at ChristianaCare

  • Work in a role that directly impacts the lives of our patients, staff & community
  • Generous PTO, Competitive Pay & Robust Benefits Package.
  • 403B company match and Tuition Reimbursement
  • 12 weeks Paid Parental Leave

The responsibilities of the Staff Assistant VIII will include;

Responsible for department financial report preparation for internal and external submissions, Compiles data and produces department's monthly financial reports including but not limited to; end of month, Meal-Sales-Statistics, biweekly ERS, AHF Benchmarking, and Plante Moran Data.

Maintains Workday Profit & Loss and FTE reports for managers' review, posts them on the collaboration site by the fifth business day of the month for managers' review.

Assists General Manager in Operational and Capital Budget Planning. Utilizes Workday to create Capital Projects.

Oversees contract management in Meditract Application.

Processes vendor payments to Accounts Payable in Workday and Sodexo's Birchstreet.

Manages the uniform expenses through orders and distribution of employee uniforms.

Responsible for all functions of Kronos Dimensions and Contractor Kronos Timekeeping. Sends reports to management team as needed. Provides training of Kronos applications to new supervisors.

Project coordinating responsibilities to meet department goals. Follows up with the managers on upcoming due dates. Attends inter and external staff meetings and required in-services.

Coordinates department activities, problem solves and takes action to resolve issues, and communicates information as needed. Prepares and distribute minutes of meetings as requested.

Maintains calendar of appointments, meetings, travel itineraries, and coordinates related arrangements for team. Answers main department phone lines, scheduling meetings, prepares correspondence, and ordering supplies.

Communicates with ChristianaCare HR Recruitment and Contracted Labor Vendors to track open positions / position requests. Responsible for new employee onboarding through contacting new employees to prepare for onboarding / new employee orientation and scheduling new employee interviews and preparing new employee orientation packets. Submits Aviater requests, badge access, and onboarding for all new hires and contractors. Terminates contractors in Workday as needed.

Prepares and processes all forms regarding new, present, and terminated employees - Orientation packets, Department of Health forms, employee files. Keeps all employee files current and in compliance with JC, CMS, and State of Delaware Codes.

Maintains all FMLA source documentation, reconciles reports for inconsistencies, and carries out policies & procedures as needed to educate managers and staff. Protects confidential employee and patient information at all times.

Runs Reports in the Learning Space for Required Education Compliance and distributes to Managers annually.

Maintains and updates the Departmental Collaboration sites and FNS SharePoint website. Assists in maintaining the policy and procedure manual. Communicates pertinent information on the Magic TV boards in the retail sites and patient tray line areas.

Applies Microsoft Office 365 tools such as Forms, Project Planner, and To-Do to automate and increase efficiency within the department.

Serves as a resource for employees both internal and external to the department.

Assists Employees with Administrative functions such as Workday, Benefits, and general policy inquires.

Performs assigned work safely, adhering to established departmental safety rules and practices. Reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.

Performs other related duties as required.

Office Hours:

  • Day Shift

Qualifications:

  • High School Diploma Required
  • Advanced Degree Preferred
  • Four years administrative experience preferred.

Knowledge, skill, and ability requirements:

Knowledge of departmental and ChristianaCare policies and procedures.

Knowledge of business practices

Ability to operate office computer, copier/scanner.

Ability to use computer systems as it relates to job function.

Proficiency in Microsoft 365 applications including Word, Excel, Forms, Planner, etc.

Ability to manage multiple project timelines.

Ability to maintain an accurate filing system and organize office functions.

Ability to manage stress in a highly visible service organization.

Ability to communicate among all levels of employees and management.

Outstanding customer service skills.

Skill in oral and written communication.

Skill in interpersonal relationships and customer relations.

Skill in time management and organization techniques.

Physical demands:

Must pass physical examination: drug-free; able to hear; able to see; able to speak; able to ambulate. Ability to lift, pull, push, reach, twist, stand, raise, as per physical demands checklist.

Working conditions:

Office environment with a high volume of traffic and frequent telephone interruptions.

About ChristianaCare

ChristianaCare was recognized as one of "America's 100 Best Hospitals" by Healthgrades, selected as one of the Most Wired Hospitals in the US by the American Hospital Association, and ranked by US News & World Report as the 'Best Hospital' in the Philadelphia region out of more than 90 hospitals. To learn more click on this link

Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.