Responsible for providing administrative support to Director in their capacity to fulfill clinic demands. The Assistant performs clerical and executive duties. Attends meetings, records, transcribes and distributes minutes as required, and maintains files and records. Orders and maintains office supplies for the clinic. He or she also enters vendor's invoices in the computer system for Manager and Director to approve to prompt payment in BancTec. Responsible for special projects as assigned.
Customer Focus -- Building strong customer relationships and delivering customer-centric solutions.
Communicates Effectively -- Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
Decision Quality -- Making good and timely decisions that keep the organization moving forward.
Collaborates -- Building partnerships and working collaboratively with others to meet shared objectives.
Nimble Learning -- Actively learning through experimentation when tackling new problems, using both successes and failures as learning fodder.
Demonstrates Self-Awareness -- Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.
Goals -- Completes quarterly goals
Delivering the Mission -- Performs duties as defined in this job description and demonstrates mastery of role.
Responsibility -- Administrative Support: Position provides support for the Director, Manager, and their department supervisors.
Answers telephone and direct calls appropriately.
Provides and receives information concerning matters related to the clinic.
Assists individuals in scheduling appointments and meetings regarding associate, medical staff, or external customer relation issues.
Maintains paper and electronic calendars.
Sorts mail and distribute to the appropriate individuals.
Composes and prepares correspondence.
Establishes and maintains a variety of files and records.
Operates computer to prepare reports, graphs, letters, memos, and slide presentations.
Operates the office copier, fax, and other office machines.
Provides support to Directors, Managers, and Supervisors for reports, policy and procedures, and other needed assistance.
Performs such other duties as they may be assigned.
Performs a variety of typing tasks.
Responsibility/Meetings: Prepare agendas, take and transcribe minutes, maintain document manuals, and distribute minutes.
Assists and transcribes minutes of special meetings for departments reporting directly to the Director of CLIC.
Proofs materials for error and ensure layout is in keeping with hospital style.
Responsibility-Public/Employee Relations: Greets employees and visitors, determines their needs, directs and/or escorts to proper person/office.
Ability to maintain a good working relationship with co-workers and the general public and to use good judgment in recognizing scope of authority.
Uses verbal and written communication skills to convey ideas in a positive, value-sensitive, people-respecting way.
Determines the urgency of any given situation. Suggests appropriate referrals or informs the appropriate administrative representative when a situation warrants his/her attention.
Answers telephone and direct calls appropriately.
Responsibility-PI: Coordinates the collection of PI data for various areas.
Sorts PI data into a presentable format ie. Charts, graphs and reports.
Stores and maintains all radiology PI data in one location.
Must be able to prioritize workflow on a daily basis. Must be able to communicate effectively in written and spoken form with individuals of various education levels including physicians. Ability to interpret medical terminology and possess an understanding of human anatomy and physiology
Experience: 3-5 Years Hospital Administration preferred with emphasis on strong organizational skills.
Excellent communication and organizational skills
Demonstrate excellent customer service skills
Must be able to follow detailed instructions and perform repetitious tasks
45 wpm typing required
Computer/basic keyboard skills, telephone skills, and general knowledge of office machines including printers, fax, copier, scanner, and credit card machines required
Proficient in office automation applications such as Microsoft Office preferred
Ability to read, comprehend and retain information
CHRISTUS HEALTH is an international Catholic, faith-based, not-for-profit health system comprised of almost more than 600 services and facilities, including more than 60 hospitals and long-term care facilities, 350 clinics and outpatient centers, and dozens of other health ministries and ventures. CHRISTUS operates in 6 U.S. states, Colombia, Chile and 6 states in Mexico. To support our health care ministry, CHRISTUS Health employs approximately 45,000 Associates and has more than 15,000 physicians on medical staffs who provide care and support for patients. CHRISTUS Health is listed among the top ten largest Catholic health systems in the United States.