What are the responsibilities and job description for the Sr. Administrative Assistant- Surgery Center Cedar Rapids position at UnityPoint Health?
- Area of Interest: Administrative and Clerical
- FTE/Hours per pay period: 1.0
- Department: Ambulatory Surgery/SCCR
- Shift: Monday-Friday Days
- Job ID: 161683
Why UnityPoint Health?
Commitment to our Team – We’re proud to be recognized as a Top 150 Place to Work in Healthcare by Becker's Healthcare several years in a row for our commitment to our team members.
Culture – At UnityPoint Health, you matter. Come for a fulfilling career and experience a culture guided by uncompromising values and an unwavering belief in doing what's right for the people we serve.
Benefits – Our competitive Total Rewards program offers benefits options that align with your needs and priorities, no matter what life stage you’re in.
- Caring is what we do, and it starts with our team members: expect paid time off, parental leave, 401K matching and an employee recognition program as we support you both personally and professionally.
- You can only give your best when you feel your best, and we help you live well with dental and health insurance, paid holidays, short and long-term disability and more. We even offer pet insurance for your four-legged family members to give you peace of mind.
- We strive to make things easier and more personal in health care to set us apart from the rest, and you can experience that commitment through early access to earned wages with Daily Pay, a tuition reimbursement program designed to help you further your career and adoption assistance to help you grow your family in the way that works for you.
Development – We believe equipping you with support and development opportunities is an essential part of delivering a remarkable employment experience.
Community Involvement – Be an essential part of our core purpose—to improve the health of the people and communities we serve.
Hear more from our team members about why UnityPoint Health is a great place to work at https://dayinthelife.unitypoint.org
Overview
The Surgery Center Cedar Rapids’ (SCCR) Senior Administrative Assistant provides administrative support for the SCCR Executive Director and other assigned leaders of SCCR. Reporting directly to the SCCR Executive Director, the Senior Administrative Assistant works collaboratively with the SCCR team to help ensure smooth operations and project/task coordination for SCCR. The Senior Administrative Assistant proactively anticipates the needs of the Executive Director and their direct reports and is responsible for coordination of assigned facilities projects/work, medical staff privileging and credentialing, new hire on-boarding, and maintaining assigned monthly reports.
Responsibilities
Key Accountability
- Serves as a liaison between the Executive Director, leadership team, physicians, associates, public and private officials, and the general public.
- Maintains Executive Director calendar and coordinates itineraries. Schedules appointments and meetings making all necessary arrangements as needed.
- Responds to inquiries concerning SCCR policies and otherwise represents the Executive Director and leadership team.
- Support the SCCR Board of Directors with meeting coordination, reports and document preparations, recording minutes, distribution of packets, and communication as assigned.
- Serves as a resource person to other departments and their staff relating to general SCCR procedures.
- As assigned, may carry out responsibility in assisting the leadership team in gathering, investigating, researching analyzing and/or studying activities impacting SCCR operations.
- Maintains SCCR distribution lists.
- Compiles materials and enters data for special projects, reports, inquiries, and replies to correspondence.
- Prepares and/or composes letters, memoranda, agendas, records, reports, and other related material from general instructions or written copy.
- Responds to concerns and complaints with referral to proper individual(s).
- Provides coordination between the leadership team, St. Luke’s facilities team, and outside contractors for assigned facilities projects and work.
- In collaboration with the leadership team and Medical Director, works with the contracted credentialing agency to coordinate and maintains medical staff privileges and credentialing processes and files.
- Coordinates SCCR new hire on-boarding in collaboration with the hiring Manager and UPH Human Resources.
- Organizes meetings, including reserving internal/external venue, arranging for catering and audiovisual needs, and tracking RSVPs.
- Attends and/or participates in meetings/committees as assigned/directed. Records and transcribes minutes of meetings, action items, and other related materials. Distributes information to committee members as appropriate.
- Assists team members with conference registration and travel arrangements.
- Receives and makes proper disposition of telephone calls.
- Establishes, maintains, and revises designated filing, record keeping and clerical systems within the office area.
- Compiles materials for special projects and reports.
- Collects and maintains various data used in meetings (e.g., monthly financial and operational reports, Board reports).
- Assumes other responsibilities to meet the objectives of the leadership team.
- Establishes and maintains systematic and easily retrievable filing and record keeping systems.
- Reviews and accurately enters payroll as assigned.
- Orders supplies for SCCR.
- Processes check requests, expense reports, credit cards, general invoice processing and equipment requests as appropriate.
- Oversees use of purchase card and reconciles monthly statements as appropriate.
- Demonstrates the SCCR and UnityPoint Health Values and Standards of Behaviors as well as adheres to policies and procedures and safety guidelines.
- Demonstrates ability to meet business needs of department with regular, reliable attendance.
- Employee maintains current licenses and/or certifications required for the position.
- Practices and reflects knowledge of HIPAA, AAAHC, OSHA and other federal/state regulatory agencies guiding healthcare.
- Completes all annual education and competency requirements within the calendar year.
- Is knowledgeable of SCCR and department compliance requirements for federally funded healthcare programs (e.g., Medicare and Medicaid) regarding fraud, waste, and abuse. Brings any questions or concerns regarding compliance to the immediate attention of the leadership team. Takes appropriate action on concerns reported by department staff related to compliance.
Minimum Requirements
Identify items that are minimally required to perform the essential functions of this position.
Preferred Or Specialized
Not required to perform the essential functions of the position.
Education:
Associates Degree Or Equivalent Education/experience Required.
Experience:
Previous experience supporting Executives and leadership team members and previous project coordination experience.
License(s)/Certification(s):
Valid driver’s license when driving any vehicle for work-related reasons.
Knowledge/Skills/Abilities:
Experience with computer systems; essential with proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel). Must possess excellent oral and written communication skills.
Other:
