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CommonSpirit Health Administrative Assistant II in HOT SPRINGS, Arkansas

Overview

CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health. With more than 700 care sites across the U.S., from clinics and hospitals to home-based care and virtual care services, CommonSpirit is accessible to nearly one out of every four U.S. residents. Our world needs compassion like never before. Our communities need caring and our families need protection. With our combined resources, CommonSpirit is committed to building healthy communities, advocating for those who are poor and vulnerable, and innovating how and where healing can happen, both inside our hospitals and out in the community.

Responsibilities

Communication

Provides telephone and reception services, directing calls to appropriate staff; handling requests and complaints in an efficient, orderly and prioritized manner; answers phone promptly and courteously, exercising good judgement and maintaining confidentiality.

Acknowledges all persons entering the office in a prompt and courteous manner.

Sends and receives E-mail and facsimile communications appropriately.

Maintains a pleasant and cooperative working relationship with all persons.

Handles difficult situations tactfully and treats all persons equally and with dignity.

Information Management Processes confidential new hire information and orientation schedule for new team members. Transcribes and maintains minutes of meetings for reference

Policies and Procedures

Follows hospital/department dress code.

Uses time productively and effectively controls telephone, visitors and other time traps.

Arranges personal obligations/appointments in consideration of office coverage and workload.

Arrives at work promptly on a consistent basis.

Disseminates information accurately and distributes to appropriate recipients.

Maintains department policy and procedure manuals.

Maintains confidentiality of all records/activities of Director, as required, to include, employee/patient/physician issues and/or concerns.

Coordination Orders and maintains department supplies. Maintains appointment calendar by arranging appointments and monitoring cancellations and changes for Director and others. Coordinates attendance at seminars/meetings and related travel arrangements for Director and others. Ensures office security.5. Secretarial Performs secretarial duties for Director and others, as required, using correct English grammar, punctuation and composition in the preparation of correspondence, reports, statements and minutes. Maintains current filing system for Director, ensuring easy retrieval of documents and information. Assists with other departmental filing as required.

Maintains department files for active and terminated employees, including periodic purging.

Records Management

Keeps abreast of office routines/procedures in order to serve in back-up capacity, as needed.

Utilizes computer to accurately prepare documents, reports and correspondence.

Facilitates maintenance repair and services.

Screens incoming calls, directs callers to appropriate others, and informs Director of matters requiring immediate attention.

Accurately prepares check requests and forwards to financial services in timely manner.

Provides support for meetings held by the Director by processing notices/agendas/mailings, arranging meeting rooms/accommodations/refreshments/meals, and providing materials for meetings.

Qualifications

Education: High school diploma or GED, Metropolitan Test, or equivalent, plus successful completion of commercial/secretarial courses.

Experience: Two to three (2-3) years progressively responsible experience in an administrative role requiring broad range of secretarial experience. Medical environment preferred.

Physical Requirements:This job requires, at various times, the following physical activities; sitting, reaching, carrying, walking, pushing, pulling, lifting, talking, hearing, and finger dexterity. Must have close visual acuity to perform daily activities. The worker is not substantially exposed to adverse environmental conditions.

Skills:Computer skills including spreadsheets. Demonstrated communication skills, both oral and written, including excellent knowledge of English grammar and punctuation.Must possess ability to utilize sound judgment, work effectively under pressure, excellent communication skills, and ability to deal with all persons in a polite, efficient, respectful, and professional manner, utilizing tact and diplomacy. Must be able to maintain confidentiality. Able to work independently without close supervision.

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Equal Opportunity

CommonSpirit Healthâ„¢ is an Equal Opportunity employer committed to a diverse and inclusive workforce. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, marital status, parental status, ancestry, veteran status, genetic information, or any other characteristic protected by law.

External hires must pass a post offer, pre-employment background check/drug screen. Qualified applicants with an arrest and/or conviction will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, ban the box laws, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances .

If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (415) 438-5575 and let us know the nature of your request . We will only respond to messages left that involve a request for a reasonable accommodation in the application process. We will accommodate the needs of any qualified candidate who requests a reasonable accommodation under the Americans with Disabilities Act (ADA).

CommonSpirit Health participates in E-verify.

Requisition ID 2020-130694

Employment Type Full Time

Department Outpatient Occupational Therapy

Hours Per Pay Period 80

Facility CHI St. Vincent Health

Shift Day

Standard Hours 8a-5p

Work Schedule 8 Hour

Location AR-HOT SPRINGS

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