What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT-NORWIN SQUARE-CASUAL position at Excela Health?
Job Summary
Overall Objectives
Responsible for implementation and maintenance of the information systems inclusive of paper, electronic and telecommunication methods. Provide and manage the daily clerical and administrative support to optimize workflow procedures in the office. Functions in a clerical role to ensure the efficient operation of the department by employing a wide range of business and information skills. Creates necessary documents, reports and presentations for department with attention to detail. Assists in education and training of the support staff with clerical standard work and new systems and procedures along with performance & continuous improvement initiatives. Support the department with management, office, and clinical personnel as well as working across Independence Health System departments with a team approach. Works with minimal direction and oversight, is communicative and a team player, is organized, and can prioritize readily while completing tasks timely. Position is the point of reference for all queries, requests or issues and will be an integral part of the departments workforce.
Essential Job Functions
- Answers phones, takes messages, answers question and handles inquiries within capacity. Redirects calls as needed. Interprets incoming messages and notifies leaders or appropriate staff of information requiring immediate attention.
- Maintains filing systems as assigned and supports applicable software systems as required.
- Prepares and disseminates correspondence, memos and forms. Transcribes and distributes letters, memoranda, statistical and information reports, and other documents when needed.
- Performs duties associated with special project assignments.
- Provides clerical support to various hospital and system wide committees.
- Responds to and resolves administrative inquiries and questions.
- Coordinates and schedules travel, meetings and appointments as needed.
- Prepares meeting agendas and materials; arranges for meeting rooms and completes meeting minutes.
- Maintains calendar appointments allowing maximum time efficiency.
- Maintains office supplies and coordinates maintenance of office equipment.
- Manages paperwork, scheduling, and communication / coordination with administrative staff / department managers.
- Coordinates payroll functions and assists in staff scheduling as needed.
- Works with manager to identify opportunities for department performance improvement and monitors activities.
- Other duties as assigned.
Competency and Experience [Knowledge, Skills and Abilities]
Required Qualifications / Experience
Preferred Qualifications / Experience
License, Certification & Clearances
Position Type / Expected Hours of Work
Equal Employment Opportunity
Independence Health and its affiliated companies are Equal Opportunity Employers. It is their policy to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran status, or genetic information, or any other classification protected by law. Independence Health and its affiliated companies will comply with all applicable laws and regulations.
Disclaimer
This job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Moreover, duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
Work Environment
Effective March 2020 or during pandemic : goggles, face shield and mask are required according to CDC guidelines
When lift requirement is in excess of 50#, lift assistance (2 person) and / or transfer device is required.
Essential – Absolute Necessity.
Marginal – Minimal Necessity.
Constantly – 5.5 to 8 hours or more or 200 reps / shift.
Frequently – 2.5 to 5.5 hours or more or 32-200 reps / shift.
Occasionally – 0.25 to 2.5 hours or 2-32 reps / shift.
Rarely – Less than 0.25 hours or less than 2 reps / shift.
Physical Condition
Essential
Marginal
Constantly
Frequently
Occasionally
Rarely
Never
Extreme Heat
Extreme Cold
Heights
Confined Spaces
Extreme Noise(>
85dB)
Mechanical Hazards
Use of Vibrating Tools
Operates Vehicle
Operates Heavy Equipment
Use of Lifting / Transfer Devices
Rotates All Shifts
8 Hours Shifts
10-12 Hours Shifts
On-Call
Overtime( 8 / hrs / shift; 40 / hrs / wk)
Travel Between Sites
Direct Patient Care
Respirator Protective Equipment
Eye Protection
Head Protection (hard hat)
Hearing Protection
Hand Protection
Feet, Toe Protection
Body Protection
Latex Exposure
Solvent Exposure
Paint (direct use) Exposure
Dust (sanding) Exposure
Ethylene Oxide Exposure
Cytotoxic (Chemo) Exposure
Blood / Body Fluid Exposure
Chemicals (direct use) Exposure
Mist Exposure
Wax Stripper (direct use)
Non-Ionizing Radiation Exposure
Ionizing Radiation Exposure
Laser Exposure
Physical Demands
When lift requirement is in excess of 50#, lift assistance (2 person) and / or transfer device is required.
Essential – Absolute Necessity.
Marginal – Minimal Necessity.
Constantly – 5.5 to 8 hours or more or 200 reps / shift.
Frequently – 2.5 to 5.5 hours or more or 32-200 reps / shift.
Occasionally – 0.25 to 2.5 hours or 2-32 reps / shift.
Rarely – Less than 0.25 hours or less than 2 reps / shift.
Physical Condition
Essential
Marginal
Constantly
Frequently
Occasionally
Rarely
Never
Bending (Stooping)
Sitting
Walking
Climbing Stairs
Climbing Ladders
Standing
Kneeling
Squatting (Crouching)
Twisting / Turning
Keyboard / Computer Operation
Gross Grasp
Fine Finger Manipulation
Hand / Arm Coordination
Pushing / Pulling(lbs. of force)
Carry
Transfer / Push / Pull Patients
Seeing Near w / Acuity
Feeling (Sensation)
Color Vision
Hearing Clearly
Pulling / Pushing Objects Overhead
Reaching Above Shoulder Level
Reaching Forward
Lifting Floor to Knuckle
10-20
Lifting Seat Pan to Knuckle
5-10
Lifting Knuckle to Shoulder
Lifting Shoulder to Overhead
When lift requirement is in excess of 50#, lift assistance (2 person) and / or transfer device is required.
