To provide administrative support to the Director of Employee Health Services (EHS), provide support to Lead Nurse Practitioner and support EHS staff to maximize their effectiveness and efficiency.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Maintains schedules for multiple members of the EHS team utilizing electronic Outlook calendars. Schedules meetings for EHS as requested. Provides all pertinent information needed for scheduled appointments and coordinates room reservation, catering etc. as needed.
Provides administrative support including typing and drafting correspondence, attends meetings, composes agendas, takes and types minutes, maintains up to date filing systems, fax communications, composes presentations, opening, screening and delivery of mail. etc.
Provides guidance to clerk VI and administrative assistant II at EHS on clinic front office functions and workers compensation.
Maintains and updates clerical standard operating procedures at EHS.
Functions as Time keeper for the department under direction of Director of EHS
Maintains and stocks EHS clinical and office supplies. Checks receipts for incoming materials.
Processes invoices for services and equipment for EHS, including contracts with various vendors.
Provides daily department support for staff needs. This includes preparation, submittal and tracking of Requisitions, Purchase Orders, Check Requests, Petty Cash Requests, and Travel Expense Statements. Maintains organized files for tracking.
Manages and maintains contracts to ensure that EHS Management has all information necessary to ensure timely handling (renewal, termination, and renegotiation) occurs.
Supports Academic affairs for onboarding of medical residents and facilitates rotations to partnering hospitals by providing immunization records as requested.
Supports Medical Affairs by facilitating credentialing for physicians and physician extenders by searching for and updating immunization records upon request
Maintains EHS on call schedule and Vocera
Answers telephones adhering to Telephone Etiquette Standards of Performance guidelines. Provides assistance and/or direction for callers as necessary. Greets visitors to EHS and notifies EHS Management of their arrival.
Maintains organized department budget files and keeps EHS Management informed on expenditures.
Assists in coordination of Facility requests (e.g. moving of IT equipment, furniture moving, painting, carpeting, electrical and HVAC problems) for EHS Department at Christiana Hospital and Wilmington Hospital Locations.
Maintains all EHS data for the department including information located on HR Online. Updates other online resources including as needed.
Maintains department compliance for all mandatory education requirements.
Completes special projects as requested (e.g. Flu Blitz/Campaign events, Annual Biometric, Wellness events,).
Communicates between all levels within the Human Resources Department and other departments, utilizing both written and verbal communication skills.
Provides back-up support for Executive Assistant of HR as needed.
Attends staff meetings and completes mandatory in-services timely.
Performs assigned work safely, adhering to established departmental safety rules and practices. Reports to supervisor in a timely manner, any unsafe activities, conditions, hazards or safety violations that may cause injury to oneself, other employees, patients and visitors.
Performs other related duties as required.
SCOPE, PURPOSE, AND FREQUENCY OF CONTACTS:
Daily contact with CCHS employees, EHS staff and members of HR department. Frequent contact with other departments that include IS department, Finance, Purchasing, and CCHS Administration etc.
DIRECTION/SUPERVISION OF OTHERS:
Reports directly to Director of EHS. Receives daily requests or directions from Lead Nurse practitioner, including various members of EHS Clinical team.
EDUCATION AND EXPERIENCE REQUIREMENTS:
High school diploma or equivalent; completion of a business college program in Secretarial Science or Office Administration or related field preferred.
Four years prior experience in Administrative Assistant position.
An equivalent combination of education and experience may be substituted.
KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:
Knowledge of general clerical office procedures and operation of office equipment.
Knowledge of Christiana Care administrative policies, procedures, and operations.
Knowledge of basic accounting principles.
Knowledge of Microsoft Office software packages including Outlook, Word, Excel and Power Point, web form design and Access.
Skill in maintaining accurate filing systems.
Skill in written and verbal communications.
Ability to maintain confidential information and materials.
Ability to organize and maintain different projects simultaneously.
Ability to use tact, judgment, and diplomacy.
Skill in telephone communication and public relations.
Ability to work as a team player
Ability to maintain a pleasant and patient nature and be able to handle stress positively.
Ability to work effectively with others in a team environment.
Ability to interact with all levels of management and staff.
Ability to maintain a professional and mature approach towards responsibilities.
Ability to complete all administrative duties accurately and efficiently.
Frequent sitting with intermittent standing and walking and mobility to use unassisted the copiers, printers, fax machines. Occasional light lifting up to 25lbs. Reasonable accommodations may be made to enable a person with disabilities to perform the principal duties and responsibilities.
Generally pleasant office environment.
Internal Number: JR57655
About ChristianaCare Health System
ChristianaCare Health System is headquartered in Wilmington, Delaware and is one of the country's largest health care providers, ranking 21st in the nation for hospital admissions. Christiana Care is proudly a Nurse Magnet recognized institution. Christiana Care Health System is also one of the largest health care providers in the mid-Atlantic region, serving all of Delaware and portions of seven counties bordering the state in Pennsylvania, Maryland and New Jersey. A not-for-profit, non-sectarian health system, Christiana Care includes two hospitals with more than 1,100 patient beds, and is a major teaching hospital with two campuses. Christiana Care is continually recognized for excellence on a regional and national level. Our role in the community is expressed in the Christiana Care Way: "We serve our neighbors as respectful, expert, caring partners in their health. We do this by creating innovative, effective, affordable systems of care that our neighbors value."Christiana Care is a great place to work because we value diversity and recognize it to be a core part of our success. Because of the diversity of our employees, affiliated health professionals and volunteers, we are ...positioned to meet the unique needs of our patients and community. We acknowledge and celebrate the uniqueness and talent of each employee. Because of our talented workforce we are able to provide a quality healthcare experience to our patients and community. We strive to create an inclusive environment in which individual diversity can be leveraged and thrive. Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.
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