Staff Assistant VIII - Caregiver Health Services

Are you passionate about serving our patients with Love and Excellence? If so, consider applying for this position at ChristianaCare.

Our Caregiver Health Services Department located in Newark, DE is looking for a full time Staff Assistant VIII to provide administrative support to the Director and Manager of Caregiver Health Services (CHS), support CHS staff to maximize their effectiveness and efficiency. To support data acquisition, analysis, reporting needs aligned with the departments operating plan, and manage additional special projects for the department.

Benefits of working at ChristianaCare

• Work in a role that directly impacts the lives of our patients, staff & community!
• Generous PTO, Competitive Pay & Robust Benefits Package.
• 403B company match and Tuition Reimbursement
• 12 weeks Paid Parental Leave (after 1 year of service)

The responsibilities of the Staff Assistant VIII will include;

Provides administrative support including typing and drafting correspondence, attends meetings, composes agendas, takes and types minutes, maintains up to date filing systems, fax communications, composes presentations, opening, screening and delivery of mail. etc.

Assists with data validation and provides first level support for users and system issues in order to enhance utilization.

Maintains all EHS data for the department including information located on HR Online. Updates other online resources including as needed.

Completes special projects as requested (e.g. Flu Blitz/ Vaccine Campaign events).

Oversees data functions, including designing aggregate reports and queries to drive improvements.

Maintains schedules for multiple members of the CHS team using electronic Outlook calendars.

Schedules meetings for CHS as requested including pertinent information needed for scheduled appointments and coordinates room reservation, catering etc. as needed.

Provides guidance and training as needed to Office Assistant on clinic front office functions.

Maintains and updates clerical standard operating procedures at CHS.

Functions as Timekeeper for the department under direction of Director and/or Manager of CHS

Maintains and stocks CHS clinical and office supplies.

Checks receipts for incoming materials.

Processes invoices for services and equipment for CHS, including contracts with various vendors.

Provides daily department support for staff needs. This includes preparation, submittal and tracking of Requisitions, Purchase Orders, Check Requests, Petty Cash Requests, and Travel Expense Statements.

Maintains organized files for tracking.

Manages and maintains contracts to ensure that CHS Management has all information necessary to ensure timely handling (renewal, termination, and renegotiation) occurs.

Maintains CHS monthly schedule and on call schedule on Vocera

Answers telephones adhering to Telephone Etiquette Standards of Performance guidelines and provides assistance for callers

Greets visitors to CHS and notifies CHS Management of their arrival.

Manages conference room schedules. Assists with audiovisual setup accordingly. Maintains daily room schedule.

Maintains organized department budget files and keeps CHS Management informed on expenditures.

Assists in coordination of Facility requests (e.g. moving of IT equipment, furniture moving, painting, carpeting, electrical and HVAC problems).

Communicates between all levels within the Human Resources Department and other departments, applying both written and verbal communication skills.

Provides back-up support for Executive Assistant of HR as needed.

Attends staff meetings and completes required in-services timely.

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.

Manages additional projects as required and assists in the quality improvement activities of the department.

Office Hours:

• Day Shift

Qualifications:

• High school diploma or equivalent; Completion of a business college program in Secretarial Science or Office Administration or related field preferred. Associate’s degree or higher preferred.
• Four years prior experience in administrative support position.
• Experience in a data reporting tools preferred.
• Experience in creating and developing professional reports/presentation using various Microsoft products preferred
• Experience in website development and tools preferred.

About ChristianaCare

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.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.