Job Description

Administrative Support Specialist

This position is responsible for performing a variety of administrative/clerical support tasks to an assigned area at MedStar Montgomery.

Primary Duties and Responsibilities

• Administrative Assistance: Performs clerical/administrative tasks to support the efficient functioning of the department. Maintains calendars, schedules appointments, and books meeting locations. Maintains unit communication books.
• Takes detailed, specific, and accurate meeting minutes, following hospital format and policy, and publishes/distributes them in a timely manner. Composes, transcribes, and distributes correspondence, memos, reports, clinical documents, and other materials as needed for appropriate audiences in a timely manner.
• Copies, laminates, faxes, and scans documents as needed Creates and maintains departmental, program, and reference files and spreadsheets according to departmental, state and federal regulations, including maintaining hard and electronic copies.
• Participates in interview and selection of job candidates. Assists leaders with policy updates and organization of information needed for 90 day and annual performance appraisals.
• Prepares /phones/ mails out notices as necessary in order to keep all employees in compliance. Maintains and tracks employee information to include but not limited to orientation checklist and schedules, competency checklist, annual mandatories, corporate compliance, PPD's, CPR, licensure, certifications, attendance, etc. Assists with departmental purchasing, manages invoice tracking and check requests, and tracks cost containments.
• Coordination of Office: Performs office functions and processes to ensure that the work of the office is complete, timely, and continuous. Performs PI monthly tracking and tallying of information. Coordinates Lawson, Clairvia and API as needed. Coordinates staffing and scheduling for assigned areas. Assists with educational program organization, application, and/or support.
• Prepares and collects data for statistical reports based on area covered such as department budget reports, census, and any other statistical data as requested.
• Retrieves, locates, researches information as requested. Provides support to special projects, initiatives, and other related assignments, occasionally adjusting work schedule to assist.
• Customer Service: Provides high quality customer assistance, problem resolution, and documentation. Greets callers and guests in a prompt and professional manner. Manages telephone inquiries, properly routing messages or calls to appropriate areas, and following up on them.
• Demonstrates a constructive approach during all interactions inside and outside the unit. Scrupulously maintains the confidentiality of sensitive information.
• Development: Maintains current knowledge and develops new knowledge. Works with supervisors to identify learning needs and takes action to address those needs. Attends hospital sponsored training programs as required by the department. Completes all mandatory requirements within allotted timeframe for completion (PPD, Competencies, Age Specifics, etc.)
• Organizational knowledge: Works effectively within and between departments Participates on inter-departmental teams and committees, communicating unit knowledge.
• Provides department/unit with information and knowledge acquired during participation with interdepartmental teams and committees.
• Establishes and maintains proficiency with computer systems such as API and PeopleSoft, and software programs such as Word, Excel, Outlook, PowerPoint, API, and PeopleSoft.

Minimum Qualifications

Education

• High School Diploma or GED or equivalent required

Experience

• 3-4 years Administrative experience, ideally in a hospital or health care setting. required

Knowledge, Skills, and Abilities

• Ability to communicate with all levels of internal and external customers.
• Proficient computer skills for data entry.
• Experience with Microsoft Office, including Word, Excel, Outlook, and PowerPoint is preferred.
• Basic medical terminology is preferred.
• HIPAA policies on Confidentiality.

This position has a hiring range of $20.17 - $35.04

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