What are the responsibilities and job description for the Administrative Assistant Infection Control position at Hospital for Special Care?
Position Location:
Hospital for Special Care
Scheduled Weekly Hours:
40
Work Shift:
First Shift
Department:
Administration
We are dedicated to creating an environment of care and engagement that makes us one of the most desirable places to work, providing exceptional care to each patient each and every day!
QUALIFICATIONS
- REQUIRED: Associates degree, or equivalent experience.
- REQUIRED: 2-3 years administrative experience in an office or hospital setting.
- REQUIRED: Excellent computer knowledge/skills including mainframe experience (Microsoft Office, Word, PowerPoint, Excel).
- REQUIRED: Ability to work independently, prioritize work, and multi task.
- REQUIRED: Excellent organization and communication skills.
- REQUIRED: Ability to improve quality and productivity by identifying improvement opportunities.
- PREFERRED: Medical terminology knowledge.
JOB SUMMARY
Highly organized and detail-oriented Administrative Assistant to provide comprehensive support to the Infectious Diseases/Infection Control (ID/IC), Pediatric, and Pharmacy departments. The role involves handling routine administrative tasks, managing calendars and travel arrangements, and ensuring smooth departmental operations in compliance with regulatory standards. Key responsibilities include document preparation, scheduling, expense processing, and maintaining departmental policies. The ideal candidate will excel in time management, possess excellent communication skills, and demonstrate the ability to coordinate multiple tasks effectively.
PHYSICAL DEMANDS
- Position necessitates sitting/working at a desk and those functions associated with administrative tasks (i.e. reaching, bending to access drawers, records, shelves). Job involves carrying of documents, medical records, books, chairs or small office equipment. Fine manipulation is required as related to writing, typing and computer usage.
- Position requires movement relating to walking and standing, and fine and gross manipulation as related to these activities. May occasionally require pushing, pulling, and/or lifting up to 20 pounds. Frequent bending, occasional squatting, kneeling, reaching above shoulders, forward reaching, twisting and good balance.
- Position requires functional use of both upper/lower extremities and audio and visual perception skills are necessary.
COGNITIVE DEMANDS
- This position requires independent problem identification, problem resolution, abstract reasoning and adaptability to foreign environments and information and quick decision-making. A high degree of selective attention, discernment, perception and/or concentration are also necessary.
- High degree of writing proficiency including attention to detail, adherence to all elements of style and ability to postulate.
- High level of communication skills including expression of abstract/complex ideas, use of negotiation and active listening and ability to dialogue with multiple parties.
- Requires an ability to comprehend abstractions and to make inferences. A working knowledge and familiarity with professional (e.g. medical/psychological) terms and definitions is required.
- Requires basic addition, subtraction, multiplication and division. Draw and interpret bar graphs, and basic arithmetic operations involving American monetary units.
WORK DEMANDS
- Ability to work with independently as well as with others is essential.
- Ability to verbally communicate clearly and with sensitivity to confidentiality and HIPAA regulations with patients/patient family members, staff, and referral sources.
- Ability to respond sensitively to patient emergencies, ensuring that all patients are directed to or seen by appropriate personnel immediately.
- There may be infrequent exposure to body fluids and/or blood borne pathogens.
ESSENTIAL FUNCTIONS:
- Provide administrative support to ID/IC, Pediatric and Pharmacy departments.
- Handle routine administrative duties, including answering and screening phone calls, and forwarding messages. Maintain the department’s filing system, manage mail distribution, and handle ordering of supplies, equipment, and lunches. Assist with document preparation, photocopying, and general office tasks.
- Maintain policies for areas of oversight.
- Process monthly expense reports, check requests, and record invoices.
- Manage department calendars, including scheduling appointments, staff meetings, and travel arrangements.
- Manage department Provider’s daily and on call schedules. Track and maintain timekeeping information for department staff and ensure accurate records.
- Arrange ID/IC and Pediatric consults as needed.
- Track and submit monthly Medicare allocation reports to the Fiscal Department to ensure Medicare compliance.
- Coordinate monthly provider collaborations for the Pediatric department (Pedi).
- Facilitate bi-annual physician OPPE (Ongoing Professional Practice Evaluation) audits.
- Distribute and track annual OSHA packets to ensure compliance with regulatory standards.
- Assist with incident command planning.
- Take and distribute meeting minutes for various committee meetings, including Infection Prevention and Control (IPC), Pharmacy, DEI, and Internal Medicine meetings, ensuring timely and accurate documentation.
- Print Reports of Contact (ROC) related to Multi-Drug Resistant Organism (MDRO) and C. difficile monitors for Vivian.
- Administrative Back Up Support
