Administrative Assistant

Overview

Perform varied secretarial duties of a complex and technical nature in support of general and special office activities to maintain an efficient and effective office operation. This will include scheduling and coordinating meetings, maintaining calendars, minimal staffing and working with vendors, along with supporting the Patient Care Manager and Primary Care Director.

Responsibilities

Performs basic office management functions and secretarial duties for Manager/Director of department to maintain cohesiveness in day-to-day office functions and operations. Maintain multiple calendars to include scheduling meetings, arranging appointments; bring pertinent dates to manager's attention; prepare and/or provide necessary documents for use in meetings; attend meetings as requested to take minutes. Compose routine and general correspondence in accordance with established office procedures and as directed by supervisor. Leads employee satisfaction committee for Windsor building. Manages mail delivery mail for the facility and monitors accuracy. Arranges physician interviews in conjunction with recruiter for Primary Care services. Schedules pharmaceutical sales reps and other vendors for facility. Manages appointments on several leaders’ calendars, prepares correspondence as directed when necessary. Heavy involvement and support with Primary Care staff and physician leadership team. Coordinates depositions with provider, law firm, HIM and legal. Assists in resolution of technology, building and environment issues for all departments in building, including entering work requests for a variety of needs and communication to the building. Maintains building call schedule. Maintains provider call schedule for SNFist Team, Family Medicine and Adult Medicine. Arranges details (food, location, invitations) for building events as directed by leadership. Assists in onboarding new Primary Care providers: by scheduling and facilitating all department individualized orientations with leadership, EPIC training, HIM Coding, Social Work, etc. Manages access to leaders, manager and associate medical director by screening calls and visitors to determine appropriate course of action. Assists with preparing invoices for processing monthly. Researches specific topics as directed using internet, internal and external resources or other reference materials as applicable. Completes and submits billing and expense reimbursement documentation to accounting for primary care and building overhead. Provide direct day-to-day confidential administrative support for primary care department leadership and building manager. Coordinates meeting scheduling, agenda setting and meeting minutes for Primary Care Services. Maintains assessment of minimum staffing for Primary Care provider calendars, coordinates template closing with PSR supervisor and initiates all time off requests with medical staff office.

Qualifications

Certifications: , Education: Associate's Degree: Related Field; Experience In Lieu of Education, Work Experience: Adminstrative assistant

Carle Health Company Overview

Find it here.

Discover the job, the career, the purpose you were meant for. At Carle Health, we're committed to fostering a workplace where every team member feels valued, respected and empowered, where passion and purpose come together to positively impact the lives of our patients and our communities. Find it all at Carle Health.

Our more than 17,000 team members and providers work together to support patient care across central and southeastern Illinois.  We’ve grown to include seven, award-winning hospitals across eight hospital campuses and a multispecialty provider group with more than 1,500 doctors and advanced practice providers. We’re developing the next generation of providers and healthcare professionals through Carle Illinois College of Medicine, the world’s first engineering-based medical school, and Methodist College. Carle Foundation Hospital, Carle Physicians Group, Carle Hoopeston Regional Health Center, Carle BroMenn Medical Center including Carle Eureka Hospital and associated Carle Health Medical Group clinics all hold Magnet® with Distinction designation, the nation’s highest honor for nursing care granted by the American Nurses Credentialing Center (ANCC). Carle Health Methodist Hospital, Carle Health Proctor Hospital and Carle Health Pekin Hospital all hold the exclusive Magnet® designation.

We offer opportunities in several communities throughout central Illinois with potential for growth and life-long careers at Carle Health.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: [email protected].

Salary Range

The compensation range for this position is $18.51per hour - $29.99per hour. This represents a good faith minimum and maximum range for the role at the time of posting by Carle Health. The actual compensation offered a candidate will be dependent on a variety of factors including, but not limited to, the candidate’s experience, qualifications, location, training, licenses, shifts worked and compensation model. Carle Health offers a comprehensive benefits package for team members and providers. To learn more visit careers.carlehealth.org/benefits.