Administrative Assistant
Job Description
Position Summary: The Administrative Assistant provides assistance in the direction of the administrative and operational activities of the NHC central office. The Administrative Assistant is responsible to work cooperatively with the central office staff and other NHC staff to see that the organization operates consistently within its mission so as to foster a healing medical environment that creates a pleasing and organized atmosphere for patients and staff.
Position Responsibilities:
1. Performs general office functions such as preparing correspondence, photocopying, faxing, filing, scanning, e-mailing, etc.
2. Manages mail (pick up incoming, sort, distribute, and deliver outgoing), prints stamps
3. Answers and routes incoming phone calls and manages voice mail messages
4. Schedules and confirms appointments for the Central Office as needed and maintains an organizational calendar
5. Prepares for business associate meetings including travel arrangements
6. Assists in the preparation of presentations for staff and community
7. Orders and maintains inventory of supplies
8. Completes Board of Director’s minutes and prepares monthly board packets for distribution
9. Maintains a professional and productive relationship with local hospitals, medical professionals, public health services, community organizations and NHC Board of Directors
10. Establishes highly effective methods of communication with all organizational departments in an environment of professionalism and respect.
11. Maintains confidentiality for patients, staff and others according to facility policy and HIPPA standards
12. May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects as required.
13. Additional job responsibilities as assigned.
Position Requirements:
1. Skill in providing excellent customer service and support; organizing and prioritizing workload and meeting deadlines; and excellent written and verbal communication.
2. Ability to interact effectively and professionally with persons from diverse cultural, socioeconomic, education, racial, ethnic and professional backgrounds.
3. Ability to work effectively with managers, co-workers, members of the public and professional groups.
4. Ability to communicate effectively, clearly, concisely with others (internal and external customers, both verbally and in writing), consistently demonstrate positive/proactive customer service attitude. Consistently maintains ethical behaviors exemplary of quality public service and fair standards, inclusively, among all employees and members of the public.
5. Ability to work as an effective team member; function independently, exercise sound judgment and initiative; be flexible to shift priorities; maintain confidentiality; establish and maintain effective interpersonal work relationships, effectively assist providers; work toward goals and objectives of draft priorities.
6. Ability to follow NHC Clinic practice guidelines – including adhering to the NHC immunization policy and the NHC Mission and Vision and NHC Corporate Compliance Policy.
7. Ability to receive constructive feedback.
8. Must have strong organizational skills and accuracy, along with problem solving skills.
9. May be asked to perform other duties that align with NHC’s mission, including but not limited to participation on clinical committees, providing education, Quality Review and/or other activities.
Minimum Requirements:
1. Ability to perform each position responsibility satisfactorily with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the position.
2. Ability to understand that safety is a condition of employment. Unsafe acts or conditions will be reported to the supervisor or Site Coordinator.
3. Must be able to read, write and speak English.
4. Must be computer literate.
Education and/or Experience:
• High School diploma or equivalent, REQUIRED;
• Bachelor’s degree, PREFERRED;
• Healthcare Experience PREFERRED
License and / or Certification:
• Valid North Dakota Driver’s License
• Current Immunization Records
• Current PPD
Special Requirements:
• Must be willing to travel between NHC health centers.
• Must be willing to work evening hours and weekends if necessary.
Appearance Standards: This position shall follow the appearance standards as outlined in the NHC Personnel Appearance Policy.
While performing the duties of this position, the employee is exposed to weather conditions prevalent at the time. The employee may experience exposure to dust, pollens, pollutants, fumes, and communicable diseases as related to the health care environment. The noise level in the work environment is usually moderate.