Water Street Mission Job Description
Administrative Assistant for Water Street Health Services (WSHS)
Summary:
The WSHS Administrative Assistant supports the Nursing Administrator and Health Services, manage the EPIC data system, and coordinates volunteer services for WSHS.
FSLA: Part-time, non-exempt
The Administrative Assistant for WSHS must be:
q Willing to sign the Water Street Mission’s Statement of Faith
q A current and active member and/or regular attendee of a local church
q Able to fully support the Water Street Mission’s Core Values and Ministry Philosophy
Essential Functions:
· Support the goals and objectives of the department in a manner that reflects the values and ministry philosophy of WSHS
· Manage the EPIC database system for health care records
· Provide administrative support to Water Street Health Services and the Nursing Administrator, including reporting, scheduling appointments, and project support
· Oversee volunteer applications and the application process, connect with volunteers and coordinate schedules, meetings, background checks, special events, recognition of service, etc.
· Administrative support to the overall operation of WSHS as assigned
· Other duties as assigned
Education/Experience:
Microsoft Office experience including Word, Excel, Outlook, and Access are essential. Experience with EPIC databases is ideal. Organizational skills, project management, attention to detail and strong communication skills required. Experience managing volunteers is preferred. High school grad or GED required. Spanish-speaking is preferred. Experience in a medical/professional office is preferred.
Supervised by: The Nursing Administrator of WSHS
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the essential functions of this job, the employee is regularly required to stand, walk, or sit and use hands to finger, handle, or feel, and is occasionally required to lift and/or move up to 35 pounds. Requires weekend and holiday rotation and on-call hours.
Christian Life:
As an employee of Water Street Mission, you are an important member of a Christian missionary organization. All staff members are Christian missionaries and are required from time to time to participate in chapel services, outreach ministries, or counseling sessions. Because of the nature of these types of ministries, it is an absolute necessity that you possess and maintain a testimony and lifestyle that are above reproach. What you do on your own time may seriously affect your ability to perform these types of ministries, which are an important part of your job.
Specific Duties:
Administrative Responsibilities:
· Manage the clinic calendar (weekly and monthly)
· MSDS updates
· Check WSHS emails daily
· Place administrative orders for the clinic
EPIC Responsibilities:
· Epic reports (Rescheduling reports, No Show reports, Free Clinic Tracking reports, Visit Types reports, PCP reports, and Recertification reports)
· Daily Cornerstone’s providers in-basket
· Update data in EPIC on patient profiles (care teams, FYI’s, expiration date, and documents)
· EPIC tickets, phone calls, and follow-up
· Update EPIC users information
· Create/edit the templates for medical providers in EPIC
· Schedule new employees/volunteers for EPIC training classes
· Super user EPIC meeting once a month (Tuesday AM)
· Meeting with EPIC manager once a month (Wednesday AM)
Volunteer Coordinator Responsibilities:
· Send weekly volunteer updates to Development Team (clinic volunteer needs with descriptions of the job)
· Manage volunteer schedules (find coverage for clinic)
· Receive and send volunteer inquiries to assigned personnel
· Register volunteers (email/mail applications and explain the volunteer process)
· Orientation for volunteers (schedule shadowing, tour of the clinic, explain our expectations)
· Follow up with the potential volunteers
· Process paperwork (background checks and professional licenses)
· Run a background check report in Med. Services every 2 years and update volunteer background checks:
1. Scan paperwork and attach to Med. Services
2. Back it up to O drive (A_Volunteers/ Back up)
· Run a license report from PA website:
1. Scan paperwork and attach to Med.Services
2. Back it up to O drive (A_Volunteers/ Back up)
· Monthly volunteer meeting with campus Volunteer Coordinators
· Work on volunteer newsletter
· Update and send volunteer birthdays to Mission Volunteer Coordinator
· Organize volunteer farewell appreciation
JS Approved 1/7/08