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Title

Patient Services Administrative Assistant (551) 

Category Executive Administration - 8310  
Description

JOB SUMMARY:

Under the direct supervision of the vice president (VP) and assistant vice president (AVP), this position provides administrative support for the vice president and department directors who report to the vice president and the assistant vice president and department directors who report to the AVP. In addition to typing, filing, scheduling, calender management, performs duties such as financial record keeping, coordination of meetings and conferences, travel arrangements, submission and maintaining documents for accreditation agencies, updating all administrative policies for VP and AVP, assisting all reporting directors with department policy and contract work, providing accurate minutes for meetings as assigned, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures. Works as a team with other administrative assistants.

QUALIFICATIONS:

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  1. Schedules and organizes complex activities such as meetings, travel, conferences for vice president and assistant vice president and their assigned directors.
  2. Creates and develops professional visual presentations including, but not limited to, spreadsheets, graphs, flowcharts, slide presentations using appropriate office tools.
  3. Establishes, develops, maintains, and updates electronic and hard copy filing system for the vice president and assistant vice president. Retrieves information from files when needed.
  4. Organizes and prioritizes large volumes of information and calls in an efficient and effective manner.
  5. Sorts and distributes mail. Opens mail for the vice president and assistant vice president. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
  6. Responds to inquiries for vice president and assistant vice president. Takes messages or fields/answers all routine and non-routine questions.
  7. Works in cooperation with other administrative assistants to coordinate meetings, events, command central participation, and maintain coverage of the administrative office.
  8. Acts as a liaison with other departments and outside agencies. Handles confidential and non-routine information and explains policies when necessary.
  9. Works independently and within a team on special nonrecurring and ongoing projects. Assists with project management at the request of the vice president and assistant vice president. Duties may include, but not limited to, planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
  10. Types and designs general correspondences, memos, policies, spreadsheets, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  11. Performs financial record-keeping. Activities include completes/copies check requests and processes in an accurate and timely manner; records and processes travel reimbursement and corporate credit card expense; processes and maintains tracking of capital budget requests/purchases and ensures availability of funds/approvals.
  12. Interacts with state and other regulatory/accreditation bodies to ensure timely and accurate information is provided. Prepares documents for regulatory surveys and maintains electronic and/or hard copy files of surveys and action plans. Enters information into electronic database and submits as directed by the assistant vice president.
  13. Assists with risk management activities as directed. Organizes and secures space for subpoenas and other risk management activity.
  14. Maintains electronic documentation in a timely and organized manner including, but not limited to, meeting minutes, regulatory/accreditation documentation, and correspondence, assigned policies/procedures, contract database, payroll, work orders and KACE submissions for IT needs. Ability to perform essential functions of the job with, or without, reasonable accommodations.
 
Position Requirements

EXPECTED BEHAVIORS:

1. Technical Capacity, proficiency in MS Office Suite, Email, Internet.

2. Personal Effectiveness. Work is completed in a timely and accurate manner.

3. Collaboration Skills. Demonstrates ability to work as a member of a team to complete work of the organization.

4. Communication Proficiency. Requires strong communication skills, both verbal and written and the ability to work with confidential documents/correspondence. Communicates in a professional manner with all individuals.

5. Flexibility. Manages multiple tasks and achieves deadlines under pressure.

6. Critical Thinking. Demonstrates ability to problem solve and prioritize activities/projects.

7. Character First. Conducts self in a manner consistent with Character First behaviors.

MANDATORY LICENSE/REGISTRATION/CERTIFICATION:

CERTIFICATION/LICENSE: None

ADDITIONAL LICENSURE/CREDENTIAL REQUIREMENTS:

  • High school education required.
  • Bachelor’s or Associates degree in related field preferred.
  • Experience in medical office setting required.
  • At least 2 years’ experience as Administrative Assistant preferred.

ADDITIONAL EDUCATION AND EXPERIENCE REQUIREMENTS: Mandatory Continuing Education: Customer Service, Fire and Safety, Corporate Compliance (including Confidentiality), Infection Control, and education required by regulatory, accreditation bodies, scope of practice, and/or Hancock Regional Hospital.

 
Full-Time/Part-Time Full-Time  
Shift Days  
Sign-On Bonus  
Resubmittal due to closure after 120 days open?  
Exempt/Non-Exempt  
Position Patient Services Administrative Assistant (551)  
Number of Openings 1  
Exempt/Non-Exempt Exempt  
Open Date 12/2/2022  
Location Hancock Regional Hospital  
About the Organization YOUR HEALTH IS OUR LIFE

Hancock Health is an Indiana-based, full-service healthcare network serving Hancock County and the surrounding areas. Our health system includes Hancock Regional Hospital, Hancock Physician Network and more than 20 other healthcare facilities, such as wellness centers, women's clinics, family practices, and the Sue Ann Wortman Cancer Center.

A Caring Community Partner
Our goal at Hancock Health is simple: To give every person the personalized attention necessary for a happy, healthy life. Our mission, vision, and values embody this goal.

OUR MISSION
To be a Caring Community Partner by healing, improving health and wellness, alleviating suffering, and delivering acts of kindness one person at a time.

OUR VISION
To be nationally recognized for kindness in the delivery of excellent quality patient care, efficient and effective operations, the adoption of proven technologies, the creation of a positive workplace environment, and excellence in community service.

OUR VALUES
Exceptional | Honorable | Devoted | Reliable | Kind  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently not accepting applications.

To search for an open position, please go to http://HancockRegionalHospital.appone.com



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