Employment Type:

Shift:

Description:

GENERAL SUMMARY

In support of a department, performs administrative duties and tasks that are typically routine and standardized. Works under close supervision or following prescribed procedures to prepare routine correspondence and to schedule and coordinate meetings. Logs and types data from known sources and generates routine reports. Answers routine questions and refers telephone calls to appropriate contacts.

Primary contact is with internal staff, managers and patients and answers questions by referencing a variety of routine sources.

PRIMARY DUTIES AND RESPONSIBILITIES

Prepares routine correspondence, documents and reports; usually from rough draft or machine dictation. On occasion, will prepare non-routine correspondence. Develops forms, tables, charts, presentation materials, and records that are often routine and non-confidential. Has limited exposure to confidential and sensitive material. Confidential material is shared only to complete assigned tasks.

Performs routine, standardized administrative duties and tasks. Solves routine problems to complete a specific task. Assignments are defined and require the use of judgment to select a means of doing job from standard office methods; follows, but does not interpret guidelines.

Develops department record-keeping and filing systems. Opens and administers incoming and outgoing mail, correspondence, reports, and memoranda. May or may not open mail labeled “confidential”.

Prepares routine responses to correspondence generally of a form letter format.

Works under close supervision or follows prescribed policies and procedures. Specific instructions and/or processes are usually provided. Typically, any issues outside of provided instructions are referred back to manager.

Logs and types data and generates routine reports.

Coordinates meetings, including scheduling, compiling materials, and follow-up activities. May maintain calendars and schedules of supported personnel. Makes travel arrangements.

May monitor department budgets and track expenditures and may identify and resolve errors and discrepancies. May have delegated authority to authorize small expenditures.

Responds to routine inquiries regarding departmental services, records and other matters. Solves routine problems to complete a specific task by utilizing basic knowledge of general/standard administrative functions (filing, telephone, photocopying) and of departmental policies and procedures.

Places, receives and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets and screens visitors or employees. Ensures amenities are available. Notifies appropriate staff, and directs visitors and deliveries to appropriate areas.

May perform some purchasing activity. Responsible to determine the needs for office and medical supplies. Keeps work and visitor areas clean and well-organized.

Performs a variety of general secretarial and administrative duties such as copying, collating, running errands, assembling and distributing packets, mailings and memos . Also performs duties and tasks specific to the functions and needs of the department.

Applies basic knowledge of general/standard administrative functions and of departmental policies and procedures to resolve conflict in a constructive manner.

Maintains the confidentiality of information acquired pertaining to patient, physicians, employees and visitors to St. Joseph Mercy Hospital. Discusses patient and hospital information only among appropriate personnel in appropriately private places.

Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.

Behaves in accordance with the Mission, Vision and Values of St. Joseph Mercy Health System.

QUALIFICATIONS

High School Diploma or equivalent; 0 – 3 years of administrative support experience.

Basic knowledge of general/standard administrative functions and of department policies and procedures.

Proficient in at least one MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.) . Proficiency in more than one is desirable but not required.

Good organizational and time management skills . Attention to detail and knowledge of medical terminology for transcription .

Good communication and interpersonal skills to effectively communicate with internal staff, managers and patients. Considerable tact and discretion for dealing with all information interactions with all contacts inside and outside the department.

WORKING CONDITIONS

Normal office environment.

Occasional lifting of up to 25 pounds, bending, standing and walking.

Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.