What are the responsibilities and job description for the Performance Improvement Administrative Assistant position at Vizient Southern States, Inc.?
Position Summary
We are seeking a highly organized, detail-oriented, and self-motivated professional to join our team as a Performance Improvement (PI) Administrative Assistant. In this role, you will support the Vizient Southern States' Performance Improvement Department under the direction of the Vice President, Performance Improvement and Clinical Services. As a key point of contact for the department, you will coordinate multiple activities, support various stakeholders, and manage competing priorities to meet critical deadlines. Adaptability, strong coordination skills, and the ability to thrive in a dynamic environment are essential for success in this role.
Essential Duties and Responsibilities
Includes the following: (Other duties may be assigned).
- Assist with the development and implementation of performance improvement activities to include but not limited to scheduling meetings, finalizing speakers, coordinating communications, managing registrations, documenting meeting notes, tracking participation and evaluations, answering phone calls, and producing meeting materials.
- Responsible for maintaining accurate membership database and appropriate distribution lists for multiple groups.
- Responsible for ensuring timely and appropriate communication and follow up with member participants related to PI activities
- Responsible for facilitating remote meeting technology such as webinars and conference calls.
- Support PI department staff in preparation of performance improvement activities to improve critical business processes that drive continuous process improvement.
- Coordinate project schedules and manage tools for monitoring clinical networks, improvement communities, collaboratives, workshops, education offerings, and project action items as well as performance metrics.
- Assist in the development of work aids, such as project charters and plans, process maps, checklists, root-cause analysis tools, implementation plans and supports personnel with implementing defined processes.
- Responsible for assisting with collecting, tracking and reporting metrics for the PI department to be used in various reports.
- Create communications and presentations to support and promote performance improvement activities including marketing materials, newsletter articles and progress reports.
- Maintain department bulletin boards.
- Support company operations to include office coverage, answering phones, getting mail, and supporting office events.
- Maintain current knowledge on key healthcare issues and works with the PI department to creatively bring solutions to the members in a progressive manner.
Competencies
Professionalism/Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; accepts responsibility for own actions; upholds organizational values.
Project Management - Develops project plans; coordinates projects; facilitates and manages project team activities; develops key project metrics and monitors progress of each member organization as well overall project impact; communicates changes and progress in verbal and written format; completes projects on time and within budget.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed; shares pertinent information for the overall success of the team.
Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things; open and comfortable with change.
Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops creative and alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
Technical Skills – Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
Qualifications
To perform this job successfully, the PI Administrative Assistant must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience, Skills and Abilities
Required minimum education:
High School Diploma required
Bachelor’s degree in health care or business-related field, a plus
Required minimum experience:
1- 2 years’ experience as an administrative assistant.
Required minimum skills:
- Excellent communication skills (written and verbal)
- Strong computer skills: MS Office (Word, Excel, Power Point)
- Strong teamwork and problem-solving skills.
- Self-directed and detail oriented; ability to organize and manage multiple projects simultaneously.
- Strong prioritization skills
- Minimal travel required
Certificates, Licenses, Registrations
Lean or any continuous improvement Certification a plus.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, sit and talk or hear. The employee is frequently required to walk; use hands to finger, handle, or feel; reach with hands and arms and climb or balance. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 20 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus. Requires ability to travel by car for long distances as well as occasional travel by air/jet.
Work Environment
The work environment is a typical office environment where the noise and temperature level is usually moderate. May experience intense changes in noise and temperature during travel.