at Christiana Care Health System in Newark, Delaware, United States
The Staff Assistant VIII position will provide leadership to the frontline caregivers functioning in the Patient Escort department. This position will also be apart of planning and organizing office functions and routines in consultation with the Manager to provide prompt and efficient services. The Staff Assistant VIII position will alsocoordinate the non-clinical activities within the health system through Patient Escort.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Creates monthly schedules for all staff and contingent workers, prepares daily staff line-ups,
and communicates absences to dispatchers and supervisors.
Prepares weekly payroll records, monitoring employee attendance and evaluation dates. Maintains records of employee raises. Advises appropriate supervisor of attendance problems, and files documentation of action taken. Processes employee change forms as required for salary increases, transfers, and promotions.
Updates the various department distribution lists to reflect changes in staff.
Arranges meetings and schedules conference rooms for meetings, conferences, and staff activities on a systemwide basis. Works within the hospital setting with poise and tact to obtain or exchange information, arrange meetings and create the professional atmosphere needed to ensure smooth flow of information.
Prepares paperwork and schedules required activities for new employees.
Answers, screens and places telephone calls to vendors and employees.
Establishes, maintains, and revises record keeping and filing systems, sorts and files correspondence, records and other documents. Types letters, memorandums, minutes, reports, evaluations, charts, forms, and records, which are often confidential in nature on the computer utilizing several computer software packages.
Responsible for maintaining all caregiver files in the department, including tracking of training and systemwide education requirements.
Reviews correspondence, memorandums, and other reports prepared by others for the preparer's signature for format, typographical accuracy, compliance with procedural instructions, and to ensure that the necessary background material is attached. Maintains an efficient flow of paperwork. Processes all purchase requisitions. All mail is opened, read, stamped, and distributed with deadline dates highlighted or noted. Xeroxes and distributes information as needed.
Orders and maintains office supplies, forms and equipment.
Assists in updating policy and procedure manuals.
Performs assigned work safely, adhering to established departmental safety rules and practices. Reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors. Enters tickets for IT and maintenance on malfunctioning systems or equipment as needed.
Assists shift Managers/Supervisors with budgetary monitoring as directed and supports efforts toward cost containment.
Serves on committees, task forces, and work groups as appointed.
Actively supports performance improvement activities as required.
Actively participates in TJC accreditation process, as directed.
Demonstrates awareness and adheres to safety and infection prevention practices as established by ChristianaCare.
Maintains confidentiality of patient and caregiver information.
Establishes and maintains inter and intra departmental lines of communication, as well as maintaining effective public relations.
Maintains bulletin boards and posts announcements.
Delegates functions appropriately regarding non-clinical issues.
Supports shift Managers/Supervisors with activities as necessary.
Performs other related duties as required.
EDUCATION AND EXPERIENCE REQUIREMENTS:
High school diploma or equivalent; completion of a business college program in Secretarial Science or Office Administration or related field preferred.
Four years progressively responsible administrative support to an administrator or manager.
An equivalent combination of education and experience may be substituted but must include at least two years of appropriate experience.
Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.
Christiana Care Health System
4755 Ogletown-Stanton Road
Newark, Delaware 19713