Employment Type:

Shift:

Description:

The primary purpose of your job position is to provide administrative assistance to an office, department and/or function in order to support area mission, operations and services in an efficient and effective manner. Provides problem solving, works independently and assists with ad-hoc special projects. Possesses a thorough understanding of department and/or organizational structure, operations, services, goals and key personnel and maintains optimum functionality of office services with minimal supervision.

Disclaimer: The following statements are intended to describe the general nature and level of work assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the individual in this position. Other duties may be assigned as deemed necessary or appropriate by management.

ESSENTIAL FUNCTIONS

Know, understand, incorporate, and demonstrate the Mission, Vision, and Values of Trinity Health and Trinity Health Senior Communities in behaviors, practices, and decisions.

Consistently demonstrate (leads by example) to all internal and external customers (residents, visitors, volunteers, and associates.) Create and maintain an atmosphere of warmth, propagating a calm environment throughout the community.

Execute assignments in a culture that is shared and collaborative across all divisions within THSC.

Perform all assigned tasks in accordance with our established policies and procedures, and as instructed by your supervisors. Follow work assignments, and/or work schedules in completing and performing your assigned tasks.

Monitors and manages electronic communications. Reviews, screens and prioritizes incoming telephone calls and visitors. Responds to inquires by determining appropriate response and providing general information; refers inquiries and visitors to appropriate area as needed.

Assist with the admission process to include preparation of admission documents, room readiness, greeting and providing customer service to new residents upon admission, and assisting with various non-clinical tasks required during the admission of new residents.

Reviews, summarizes and prioritizes incoming mail. Prepares outgoing mail and packages for shipment. Contacts appropriate operational area to verify and coordinate shipping, handling and delivery services. Respond to doorbell and assist visitorsentering and exiting the building.

Retrieve and route clinical documents received by facsimile and other methods to appropriate clinical staff; assist with the transfer of clinical documents to appropriate departments (such as admission and discharge packets, diagnostic reports, consult forms, etc.).Maintain an adequate and organized supply of forms and documents required for assigned department.

May assist with responding to call lights, assisting with non-clinical resident needs as appropriate, and informing clinical staff of other resident needs.

Performs word-processing, typing and editing of technical and confidential correspondence, memorandums, agendas, narrative documents, and reports requiring the use of office automation equipment and various software and application packages. Prepares and manipulates detailed charts, graphs and spreadsheets; develops and manages databases. May transcribe correspondence and meeting minutes as needed

Maintain a clean, organized work environment at the station, desk, assigned area and general unit.

Contributes in alignment with other departments to assist with meal tray delivery and pick up during mealtimes.

May provide back-up coverage to other administrative support positions, co-workers and/or other team members to ensure continued uninterrupted operations and services.

Assist in making resident appointments including transportation for diagnostic and therapeutic services. Assist with transfer of medical records into the electronic health record. Assist in the resident discharge process to include packing resident belongings, escorting to discharge area, and assisting with turnover of room as appropriate.

Attend and participate in scheduled training, in-service training, mandatory annual in-service training and educational classes as required/needed.

Report occupational exposures to blood, body fluids, infectious materials, and hazardous chemicals in accordance with the community policies and procedures.

Engage, interact, and communicate with staff, residents, families, and visitors to promote a caring and compassionate culture.

Maintains a working knowledge of applicable Federal, State, and local laws and regulations, TSLC Corporate Integrity Program, Code of Ethics, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior

Participates in continued education and training to ensure skills and competencies are current. Keeps abreast of changes to internal policies, procedures and processes

MINIMUM QUALIFACTIONS

Must possess a high-school diploma. Associates degree in business or coursework in business office methods and practices from a vocational technical institute, business school or community college preferred. A combination of education and experience may be acceptable. One to three year’s progressive secretarial experience and knowledge, preferably supporting management and/or multiple positions. Reasonable organizational knowledge and ability to adhere to, understand and articulate internal operations, services, goals, project timetables, guidelines and policies Basic knowledge of medical terminology and nursing practice is preferred. Basic to intermediate proficiency with Microsoft product suite (MS Word, Excel, Power Point, etc.); basic knowledge and experience with electronic mail and calendaring system in PC LAN environment. Ability to type with speed and accuracy. Ability to utilize and maintain standard office equipment, e.g., copier, printer, fax shredder, phone system, personnel computer, etc. Previous experience working in long-term care or with the geriatric population preferred. Must possess superior customer service skills and professionalism. Must possess outstanding verbal and written communication skills. Ability to adapt to ongoing change and work in a fast-paced, customer-driven environment. Possesses interpersonal and relationship building skills to work in a cross-functional team as well as the ability to work with residents based on their cognitive ability. Self-starter, highly motivated with a high productivity level. Possesses a high degree of personal accountability, responsibility and strong decision making abilities Must possess the ability to plan, organize, develop, implement and interpret programs, goals, objectives, policies and procedures of the organization.

PHYSICAL AND MENTAL REQUIRMENTS AND WORKING CONDITIONS

Must be able to adapt to frequently changing work parameters. Must be able to see, hear and smell or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met. Primarily works inside with frequent kneeling, crouching, reaching, lifting, sitting, walking, bending and lifting. Must be able to push, pull, move and or lift a minimum of 25 pounds to a minimum height of 3 feet and be able to push, pull, move and or carry such weight a minimum distance of 10 feet. May be necessary to assist in the evacuation of residents in emergency situations.

• Physical mobility that includes movement from place to place.
• Physical agility, that includes ability to maneuver body while in place.
• Dexterity of hands and fingers.
• Coordination, including eye-hand, hand-foot.

Must possess the above ability with or without the use of prosthetics that will enable adequate functionality so that the requirements of this position can be fully met.

Subject to exposure to noise, infectious waste, diseases, conditions, etc. including TB, HIV, HEP B viruses. May be subject to the handling of and exposure to hazardous chemicals. Must be able to speak, read and write the English language in an understandable manner. Must be able to relate to and work with ill, disabled, elderly, emotionally upset and at times hostile individuals within the community. Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public. Must not pose a direct threat to the health or safety of other individuals in the workplace. Must be able to cope with the mental and emotional stress of the position. Must meet the general health requirements set forth by the policies of this community, which include a medical and physical examination. May be required to work beyond normal working hours, on weekends and other positions temporarily when necessary and may be subject to call back during emergency conditions. May be required to work on shifts other then those which originally hired.

Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.