TITLE:
Administrative Assistant to Clinical Operations / DEPARTMENT:
Clinical Operations - CHHA / EFFECTIVE DATE:
REVISED: 11-27-12
REVISED: 10-23-17
JOB CODE:
516 / GRADE:
E3 / BENEFITS: / FLSA STATUS: / EEO STATUS: / PAGE:
FUNCTION: Provide high level support to the Vice President of Clinical Operations and other duties and responsibilities that support efficient and effective operations for the clinical department. Performs secretarial and administrative duties and clerical tasks, many of a confidential nature.
REPORTS TO: Vice President of Clinical Operations
RELATIONSHIPS: Clinical Directors, Director of Performance Improvement, PHV Clinical Team Managers, PHV staff and paraprofessional staff, patients/families, other agency departments and community health care providers
HOURS: 40 hours/week
MANAGES/COACHES: None
RESPONSIBILITIES:
1. Organizes and assumes responsibility for the efficient operation and support of the VP of Clinical Operations.
2. Provides additional support as needed to the Clinical Directors and Managers and Director of Performance Improvement.
3. Responsible for scheduling, coordinating and managing any routine or special meetings including scheduling, distribution of meeting materials and all related meeting logistics for clinical operations.
4. Documents all meetings accurately, and in a timely manner including minutes and action items. Distributes to team members in a timely manner and collects action items for reporting purposes.
5. Responsible for organizing and maintaining clinical operations records and documents including clinical policies and procedures. Responsible for insuring all clinical policies get reviewed annually.
6. Responsible for the collection and coordination of clinical reports and data tracking on a regular basis, including distribution to the appropriate team members as scheduled.
7. Performs all routine support functions for the VP of Clinical Operations, Clinical Directors and Director of Performance Improvement such as composing correspondence; word processing; distributing mail internally as needed; making travel arrangements, placing, answering and screening phone calls; prioritizing mail; maintaining appointment calendars, etc.
8. Prepares presentations, audio visual materials, diagrams or other charts of department data.
9. Interacts with clients/patients who may wish to provide input or have complaints, using ICARE values to address their needs and then routing the issue to appropriate VNS management staff for resolution.
10. Responsible for the Key Performance Indicators(KPI’s) established by their manager.
11. Other duties as assigned by the VP of Clinical Operations.
12. Responsible for Board meeting preparation and minutes when Assistant to the President is absent.
QUALIFICATIONS:
1. B.S. degree preferred.
2. Minimum of three years experience in a higher level support position.
3. Proficient in MS Office – Word, PowerPoint, Access, Excel, Outlook, Note.
3. Excellent interpersonal, social skills and customer relations ability always demonstrating the ICARE values.
4. Ability to maintain strict confidentiality and handle sensitive matters with discretion.
5. Ability to deal effectively with others at a high level in a pressured environment.
6. Ability to coordinate and organize workplace and prioritize appropriately.
7. Demonstrated ability to take initiative and make appropriate independent decisions.
8. Ability to effectively screen and redirect mail and phone calls whenever possible.
9. Displays flexibility in work habits and hours (may require evening and weekend work on occasion) to support company functions.
10. Professional demeanor and appearance.
EMPLOYEE ACKNOWLEDGMENT
I have reviewed my job description and agree to perform all duties mentioned to the best of my ability. I understand my job duties may change as the needs of the company change. I further agree to notify my immediate supervisor if I am unable to complete any of my job duties in a timely manner.
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S:\Job Descriptions\Clincal Operation\Clinical Operations Coor - CHAA