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Healthcare Administrative Assistant
2 months ago
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at System Soft Technologies. As an Administrative Assistant, you will provide administrative support to our Nursing Office, ensuring the smooth operation of our healthcare services.
Key Responsibilities- Document Management: Ensure the accuracy and distribution of various documents, including correspondence, memorandums, reports, and graphs.
- Communication: Handle incoming calls, filter calls, take messages, and transmit information within the scope of authority. Provide excellent customer service to callers.
- Policy and Procedure Administration: Maintain the Nursing Office's policies and procedures, ensuring they are correctly formatted and submitted to relevant committees for approval. Collaborate with the Director of Nursing Operations to update and publish policies on the hospital's intranet.
- Record-Keeping: Maintain the Nursing Office's administrative records and files as needed.
- Compensation and Support: Ensure the accuracy of the Daily Personnel Information (DPI) and weekly Kronos reports for assigned cost centers.
- Scheduling: Coordinate and arrange meetings and appointments for the Director of Nursing and other senior nursing staff.
- Project Support: Provide research and administrative support for special projects, including data preparation and tracking.
- Travel Coordination: Arrange and confirm travel plans, including accommodations, transportation, and preparation of travel authorization forms and expense reports.
- Confidentiality: Maintain the confidentiality of sensitive information, including patient records, financial data, and legal documents.
- Patient Consultation: Respond to patient inquiries, evaluate urgency, and refer or escalate to the Administrative Representative as needed.
- Event Support: Take minutes during meetings and events, prepare agendas, notify participants, schedule rooms, arrange meals, and manage other event logistics.
- Additional Duties: Perform other tasks as assigned.
- Technical Skills: Advanced proficiency in Microsoft Office applications and strong typing skills.
- Organizational Skills: Excellent organizational skills, attention to detail, and strong multitasking abilities.
- Customer Service: Strong customer service skills with a focus on problem-solving and patient satisfaction.
- Confidentiality: Ability to handle and maintain confidential information with discretion.
- Medical Terminology: Familiarity with medical terminology.
- EMR Systems: Knowledge of GE Centricity for patient scheduling and experience with electronic medical records.
- Education: High school diploma or equivalent.
- Experience: Minimum of 2 years of experience in an administrative or secretarial role related to healthcare. Experience in the healthcare industry is preferred.
- Collaboration: This role requires the ability to support three Directors of Nursing and provide assistance to Nursing Managers as needed.
