Operational Assistant

St. Mary Medical Center, Hobart, Indiana

Position Summary

Provides personal secretarial and clerical services to management level; specifically, the Nurse Manager of the unit. Prepares correspondence in final form; receives and directs visitors; maintains supervisor’s calendar; prepares routine and special reports and analysis; and maintains departmental records and files to assist supervisor and to ensure efficient and effective operation of the departments/units in area of responsibility.

Job Responsibilities

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• Completes a wide variety of secretarial tasks, which includes correspondence, lists, forms, tables, charts, and records. May also take and transcribe dictation. Gathers data from a variety of sources and prepare routine and special reports and analysis of departmental/divisional activities. Responsible for maintaining and updating a number of operating records and files, contacts outside sources as necessary to gather data in order to complete and/or update records and files. Maintains and revises supervisor’s files pertaining of office correspondence and other records.
• Assumes responsibility for the flow of work through the office, assigns work to other clerical personnel as necessary in order to complete projects and reports within deadlines. Must maintain orderly and efficient office systems for the hospital division and to simultaneously coordinate a variety of complex projects/activities.
• Places, receives and screens telephone calls and receives office visitors; provides factual information to specific inquiries, directing technical inquiries to proper party; receives and relays messages. Requires poise and tact in dealing with key managerial and professional associates, as well as influential members of the community and/or medical staff.
• Reviews correspondence, reports and other materials prepared by others for supervisor’s signature, reviewing typographical accuracy, documentation, arithmetic, and other pertinent data.
• Coordinates a variety of meetings, notifies participants of scheduled meetings. If requested, attends meetings and takes minutes; prepares reports for review and revision by the Director of Surgical Services.
• Operates a variety of automated and standard office equipment, such as a personal computer, typewriter, calculator, copy machine, fax machine and dictation transcription equipment.
• Receives and opens incoming mail; send routine acknowledgements or composes letters in response to routine inquiries according to instructions
• May provide assistance in other departments as requested.

Education/Experience

• Knowledge normally acquired to completion of two years of business college level course work.
• Minimum of two years of progressively more responsible experience in a medical staff or administrative staff office in a hospital setting preferred.
• The analytical ability to gather and accurately interpret a variety of data and to prepare more complex analyses and reports.
• Must be proficient in Word, Excel, and PowerPoint
• Requires verbal communication skills necessary to deal effectively with medical staff, visitors, and all levels of hospital personnel, in sometimes difficult and sensitive situations. Must be able to work effectively and efficient with minimal supervision.
• Comprehensive Benefits Program (available to positions of 0.7/56 hours bi-weekly or higher) (Not all inclusive)
• Medical, dental and vision coverage
• Healthcare and Dependent Care Spending Accounts
• Retirement savings plan
• Life insurance and disability coverage options
• Fitness center discount program
• Tuition assistance and career development
• Paid Time Off
• Wellness, reward and recognition programs
• Employee Assistance Program – Counseling, nutritional and financial education, etc.
• Perks - Instant Discounts & Exclusive Deals on hotels, food, clothing, etc.

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