Technical Assistant (To Director) - Bozeman

The Technical Assistant is responsible for providing administrative and secretarial support for the Director of Clinics - Gallatin Valley. The position may provide support to Managers and Clinical Coordinators.

Essential Job Functions

• Provides administrative and secretarial support to the Director including receiving and assisting visitors/callers, file and record management, telephones, meeting preparation and minutes, etc. Coordinates functions for identified department staff including physicians if applicable.
• Maintains department(s) databases, primary records, manuals, and reference materials.
• Duties include system maintenance and data integrity for multiple system applications which may reside on more than one information system.
• Designs and produces correspondence, memorandums, documents, forms, newsletters, reports, metrics, and data graphs for projects and programs based on needs identified by the Director or other leadership for department(s) and/or the organization.
• Site, material, and equipment preparation for events, meetings, educational offerings and presentations.
• Works with computers to include Microsoft Outlook and other databases.
• Coordinating and maintaining appointment calendars.
• Arranging meetings and preparing agendas, meeting notices and presentation materials.
• Attend and transcribe meeting minutes.
• May monitor allocation of expenses to appropriate cost centers.
• Obtaining special services as needed.
• Maintains and ensures appropriate office supply materials for the administration of the clinic.
• May assist in collating and scheduling department evaluations for Director and Managers.
• Creation of new employee Billings Clinic Identification Badge
• Coordinates with management staff to revise policies and procedures (department-specific and clinic-wide).
• Research costs and assist with initial paperwork for request for travel.
• Complete Billings Clinic Business Travel/Education Expense form, including estimated expenses.
• Work with outside vendors to arrange approved travel expenses (i.e. hotel, airline reservations, registration).
• Obtain necessary signatures for approval; submit expense forms to accounting to request pre-payment of approved hotel, airline, and registration expenses. Submit airline ticket stubs, detail of hotel charges, and receipts for reimbursable expenses to Accounting and other entities if applicable.
• Communicates appropriately with internal/external customers to identify concerns and issues, identifies routing to appropriate resources, and follows up to ensure all matters requiring attention are addressed promptly and efficiently.
• May assist with work across departmental lines as needed to meet organizational needs.
• Acts as a resource to Billings Clinic Bozeman Leadership and Supervisory staff.
• May represent department in delegated committees and meetings.
• Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Performs all other duties as assigned or as needed to meet the needs of the department/organization.