Department Support Assistant, Care Management - UofL Health

Overview

Job Title: Deparmtment Support AssistantWe are Hiring at Mary & Elizabeth HospitalLocation: 1850 Bluegrass Ave. Louisville, KY 40215Shift Options: Full-Time, First ShiftAbout UsUofL Health - Mary & Elizabeth Hospital is a 298-bed, full-service hospital which has served generations of patients in south Louisville. Originally founded by the Sisters of Charity of Nazareth in 1874, the hospital offers a full range of vascular, orthopedic, cardiac, neurological, surgical, rehabilitative and 24/7 emergency services including 24/7 STEMI service.Mary & Elizabeth Hospital is home to UofL Health – Weight Loss Care, the region’s only weight-loss management program utilizing the Lap-Band® System. In addition, the hospital provides the Orbera® gastric balloon procedure. The hospital has been recognized as one of the first health care facilities in the nation to receive a Blue Distinction® Center for bariatric surgery.

The hospital partnered with sister facility, UofL Health – Peace Hospital to open a voluntary inpatient medical detox unit at Mary & Elizabeth Hospital to care for patients with substance use disorders. Most recently, Cancer & Blood Specialists, located adjacent to the Mary & Elizabeth Hospital campus, became the third location of UofL Health – Brown Cancer Center. At the center, patients will have continuity of care with trusted oncology and hematology providers, along with access to the multidisciplinary care, pioneering research and clinical trials of the Brown Cancer Center. In addition to the hospital, Mary & Elizabeth has three medical plazas on its campus to provide office space for a wide array of primary care and specialty physicians.Our MissionAs an academic health care system, we will transform the health of the communities we serve through compassionate, innovative, patient-centered care.

Responsibilities

Job Summary

• The administrative assistant performs routine clerical and reception duties, coordinates meetings and appointments, keeps office areas stocked and equipment in working order..  Responsible for ensuring smooth operations on a day-to-day basis for assigned area.  Assists with departmental and hospital-wide meetings, including minutes, as required.  needed. May be responsible for time and attendance records and personnel files. May also monitor or maintain budget and grant information, analyze department needs and forecast expenditures. May assist in program recruitment activities.
• Answer phones, greet appointments or visitors
• Maintains schedule of meetings and appointments
• Prepares expense reports, reconciling charges with receipts, ensuring that they meet UofL Health policy requirements
• Provides Clerical Support which may include, composing routine correspondence and documents for signatures/approvals by others as requested and/or finalize correspondence and document drafts by others, maintaining adequate office supplies, copying, filing and distributing documents, sorting mail and faxing documents
• Schedules meetings, compile agendas and background materials, takes minutes, and ensures that meeting assignments are complete on schedule; coordinates use of office and conference rooms by scheduling users and, if required, ordering A/V equipment and catering; ensures that all conference rooms are clean and ready

         May be responsible for accurate entries in the hospital application regarding time, attendance and payroll including: Attendance, call-   

         ins and corrections and exception tracking (tardies, badge errors, etc.) handling validation issues

• Prepares spreadsheets and PowerPoint presentations
• Update monthly calendars with physician or director activities
• Assists with maintaining departmental unit specific policies/procedures and schedules of updates: formats and enters approved department policies on line 
• If applicable, ensures bonus charge or on-call is reported for employees, as needed and demonstrates understanding of activity codes and pay codes and how they affect the balancing grid for staffing coverage and is responsible for Editor sign-off of payroll prior to the cutoff time for the pay period
• Maintains compliance with all company policies, procedures and standards of conduct
• Complies with HIPAA privacy and security requirements to maintain confidentiality at all times

Performs other duties as assigned

Qualifications

Required Qualifications

Education / Accreditation / Licensure (required & preferred): High School graduate or GED equivalent; prefer graduate of business or vocational school with emphasis in secretarial studies; prefer some educational course-work beyond H.S. diploma. Knowledge of medical terminology preferred.

Experience (required and preferred): At least two years of secretarial experience. Require proficiency with copying, filing, typing,handling telephones, scheduling appointments and meetings, and computer skills including Microsoft Office, Excel, Word, and Outlook.

Benefits & PerksCompetitive Pay & Benefits OptionsPaid Vacation, Sick days, and HolidaysFree tuition to UofL for Part- and Full-time employees for Child/Spouse/DomesticPartner401K with Employer MatchOpportunities for Advancement

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