POSITION SUMMARY
The Administrative Assistant is responsible for professional administrative support in the Diabetes Education and Clinical Nutrition department. The incumbent performs a variety of administrative duties, while ensuring excellent customer service and patient and staff satisfaction. Duties include management of clinic office responsibilities; purchasing and budget tracking functions; creating written communications; ordering and maintaining department supplies, patient incentives, and education materials; and the preparation and distribution of marketing materials. This position is responsible to cover the duties of Referrals Coordinator when incumbent is not available. This is a grant-funded position.
ESSENTIAL FUNCTIONS:
- Provides administrative support to the Diabetes Education and Clinical Nutrition department by coordinating day to day departmental activities and operations.
- Demonstrates a pleasant, professional demeanor and image while greeting and addressing employees and visitors. Provides assistance to employees and visitors by answering questions in a knowledgeable manner and providing appropriate forms to meet the objective(s) of the inquiry. Answers multi-line phone calls and handles appropriately; document’s calls and visits; records and delivers messages to appropriate personnel.
- Creates and edits written communications, including meeting agendas and minutes, marketing materials, letters, memos, proposals, and other documents as directed by the supervisor. Prepares and coordinates mail, faxes, and express packages.
- Maintains scheduling of HLC classroom. Ensures that the classroom and other spaces are well-maintained for patient care needs.
- Ensures that supplies, patient education, incentives, reference materials and resources, and care documentation materials are organized and consistently available to providers. Prepares appointment and approved education materials as directed.
- Monitors and tracks materials and supplies: obtaining quotes, preparing requisitions, routing requisitions, tracking requisitions, receiving orders, and payment/reimbursement. Directs purchase requests through appropriate GL code and sub-account per current grant and hospital budgets and activities. Coordinates and routes purchase requests and tracks status throughout the procurement process. Works closely with vendors, accounts payable, and purchasing staff on resolving issues.
- Assists in set up and clean up for community, group and individual patient care.
- Completes travel and training logistics from request to payment/reimbursement. Schedules and organizes meetings, conferences, and activities.
- Updates and maintains financial records and commitment register using past and present data; prepare reports that reflect monthly spending and current balances for the department. Provides monthly budget status reports for supervisor.
- Maintains diabetes education instructor files, including staff licenses/certifications, resumes, competencies, and training records.
- Assists Referrals Coordinator in scheduling, checking in and out, and coordinating patient appointments on a daily basis.
- Prepares and distributes marketing media that promote Diabetes Education and Clinical Nutrition services.
- Participates in team huddles and department meetings to manage and plan effective patient care services
- Participates in HLC outreach programs.
- Assists Community Connectors by providing distribution of food, water and other necessary essentials to community members who are in isolation or quarantine.
- Assists Contact Tracing team by performing contact tracing activities for patients testing positive for Covid-19, and conducting negative results calls.
- Assists Screener/Greeter at various entry points to ensure appropriate screening for all patients and visitors entering the TCRHCC Campus.
- Ensure Proper PPE is always used while on duty. Face surgical mask is to be worn in all hospital areas. Proper handwashing is required. If water is not available use hand sanitizer. Social distancing will be practiced by department.
- Proper PPE is used inside assigned Clinics or Unit. NIOSH-approved N95 mask filtering face piece respirator or higher, is available, this included eye or face masks shield, gloves, and isolation gown.
- Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. Complete provided training.
- Performs other duties as assigned.
MENTAL AND PHYSICAL EFFORT
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical:
The work is mostly sedentary, but demands some standing, walking, kneeling and bending. The work does require the ability to carry items such as books, documents, and patient charts. Must be able to occasionally lift, push and pull up to 24lbs. Must be able to sit at desk for long periods of time, write legibly and use a computer terminal. Must be able to hear and talk over the telephone and with others. Must have ability for far vision, near vision, hearing normal speech, hearing overhead pages and telephone use. Must have ability of simple, firm grasping and fine manipulation of both hands, as well as use of keyboard.
Mental:
Must be able to prioritize and use good judgment; utilize organizational tools and track large amounts of data. Must be able to focus and extract crucial data; be able to coordinate a variety of issues while being frequently interrupted. Incumbent must be able to focus and maintain a high productivity level while providing superior customer service. Must be able to continually work alone, concentrate, work in areas that are close and crowded, frequently handle high degree of flexibility, demonstrate high degree of patience and occasionally cope with high levels of stress, make decisions under high pressure, cope with fear, anger and hostility of others in a calm way, manage altercations, and handle multiple priorities in stressful situations. Must accept a flexible schedule to meet unit needs.
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