Sr. Administrative Assistant- Surgery Center Cedar Rapids

UnityPoint Health Information

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.

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.

Meeting/Event Coordination

· 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.

Administrative/Clerical Support

· 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.

Basic SCCR/UPH Performance Criteria

· 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.