Part Time Executive Assistant Jobs in Bend, OR (NOW HIRING)

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Department Coordinator

REPORTS TO POSITION: Department Manager/Director

DEPARTMENT: Varies

DATE LAST REVIEWED: May 13, 2020

OUR VISION: Creating America's healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: The Department Coordinator position is utilized in various departments throughout St. Charles Health System. These departments include but are not limited to: Emergency, Med/Surg, Medical, Surgical, Ortho/Neuro, Pediatrics, Inpatient Rehab, Wound, Intermediate Care Unit, Intensive Care Units, Procedural departments and floats. These departments provide 24/7 specialized care to patients throughout their hospitalization and discharge.

POSITION OVERVIEW: The Department Coordinator provides patient and family focused administrative support to department teams, leadership and caregivers, under the supervision of the Director and/or Nurse Managers in accordance with St. Charles Health System (SCHS) mission, philosophy, policies, and procedures. The Coordinator provides clerical support and schedule management for the department and is a liaison to other departments as necessary. This position does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:
Coordinates administrative office functions, maintains timely response to requests for assistance and/or information, while providing excellent customer service.
Responsible for staff schedules and forecasts staffing needs including ETO requests. Assists caregivers and leadership with Kronos/timecard issues and is time-card liaison to central timekeeper.

Uses purchasing system to order office supplies, forms, and equipment on an ongoing basis to meet department needs. Demonstrates fiscal responsibility for equipment and supplies of the department.Maintains relationships with floor vendors and sales representatives.

Coordinates Staff, Leadership, UPC and other meetings throughout the year. Reserves conference rooms and takes minutes.

Provides technical, audio visual, desktop publishing (Outlook, Excel, Word, Publisher, Visio, and Power Point) expertise in program applications and technologies for caregivers.

Develops and/or helps maintain visual management for operations, department metrics regulatory requirements, and projects as requested by department leadership.

Provides clerical support for all aspects of the hiring process, including scheduling orientation and education.

Supports quality and regulatory accreditation activities.

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization's corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION

Required: High school diploma or GED

Preferred: Additional training in secretarial skills, college, or business school

LICENSURE/CERTIFICATION/REGISTRATION

Required: N/A

EXPERIENCE

Required: 2 year's customer service and/or clerical experience.

Preferred: Five years' experience in a related field or Administrative/Executive Assistant level role, including proficiency at handling multiple tasks. Previous hospital experience/medical terminology.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:
Must have excellent communication skills and ability to interact with a diverse population and professionally represent SCHS.

Ability to effectively interact and communicate with all levels within SCHS and external customers/clients/potential employees

Strong team working and collaborative skills

Ability to work under pressure in a fast-paced environment

Ability to multi-task and work independently

Attention to detail

Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions

Strong analytical, problem solving and decision making skills

Intermediate to advanced proficiency in Microsoft applications (Word, Excel, Outlook and Access), database management, and document preparation. Must possess the ability to pick up various new computer programs in a timely manner as required.

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