Administrative Assistant, Quality & Process Improvement / FT 40 hours a week / days

At Bristol Health, we begin each day caring today for your tomorrow. We have been an integral part of our community for the past 100 years. We are dedicated to providing the best possible care and service to our patients, residents and families. We are committed to provide compassionate, quality care at all times and to uphold our values of Communication, Accountability, Respect and Empathy (C.A.R.E.). We are Magnet ® and received the 2020 Press Ganey Leading Innovator award for our rapid adoption and implementation of healthcare solutions during the COVID-19 pandemic. Use your expertise, compassion, and kindness to transform the patient experience. Make a difference. Make Bristol Health your choice.

Provides a variety of administrative tasks to assist the Systems Director of Quality and Process Improvement. Supports department managers, directors, leadership and other members of the healthcare team to assist with various phases in the project life cycle such as

planning, developing, tracking, and evaluating. Provide administrative support for our regulatory activities and our Rock Excellence Journey.

Provides administrative support to the Quality, Patient Relations, Pastoral Care, and Strategy teams as well as our Rock Excellence Initiatives.

• Coordinates the Director's appointment calendar and schedule as well as other team members as deemed necessary.
• Coordinates day-to-day work flow ensuring that Director has information / materials for all meetings, approvals and presentations, when necessary.
• Always exercises appropriate discretion and maintains confidentiality.
• Handles mail, correspondence and other communications.
• Maintains filing systems for office. Orders supplies within budget.
• Handles routine correspondence on own initiative, including purchase orders, invoices, and seminar requests.
• Coordinates special projects as assigned by Leadership; creates and maintains project plans for larger scale projects using smartsheets software or other applicable tool, producing detailed timelines and schedules.
• Participates on assigned committee and workgroups
• Organizes and coordinates invoices and other finance needs for leader review and approval
• Manages mailings and handles some governmental fillings and time sensitive documents associated with Joint Commission, CMS and Risk and Legal
• Runs reports and organizes HCAHPS data for various meetings and Quality and Patient Relations dashboard, and assist with organizing and coordinating support on strategy data and reports in timely manner.
• Assist in designing and creating, pages on hospital intranet for Quality, Rock Excellence, Patient Relations and Strategy. Maintains the information posted on these sites and coordinates with stakeholders to ensure information is accurate and up-to-date.
• Coordinates and maintains all necessary documentation for Regulatory agencies into binders with key content experts within Quality, Patient Relations, Pastoral Care, and Strategy.
• Provides assistance, when available, to all department members to help them meet deadlines, facilitating approvals and document reviews by the System Director.
• Assists with tracking of continued education and certification for the team and Magnet.
• Assists with logistics of departmental meetings and events
• Assists with monitoring renewal dates for contracts
• Other related duties as assigned

Educational / Minimum Requirements :

High School Diploma or GED. Administrative / secretarial experience at a senior level is preferred.

Bristol Hospital Mandated Educational Requirements :

General orientation at time of hire. Fire / Safety / Infection Control annually. Other programs as mandated by the Hospital.

Special Requirements :

Flexibility regarding work day. Knowledge of Microsoft Office Suite (word, PPT, excel).

Physical Requirements :

Prolonged sitting at a desk and / or computer terminal. Moderate bending, stooping, walking. Occasional light lifting of office supplies and materials.

Work Environment :

Fast paced business office environment. High volume of telephone and personal contact with customers.

Cognitive Requirements :

Excellent organizational / problem-solving skills. Strong interpersonal skills. Excellent written and oral communication skills. Ability to effectively prioritize one's work assignments. Independent decision-making within the constraints of policies and protocols.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.