Operations Assistant - St. Josephs Candler

• Position Summary
  • Under the general supervision of the Purchasing & Distribution Director, performs and provides administrative support services such as preparing correspondence in final form, clearing vendors for contact/visits for hospital departments, scheduling meetings, maintaining files and acts as support for the purchasing staff. Provides support to all managers, coverage for the mailroom, OR Inventory Coordinators and System Coordinator with mid-year and yearly inventories. Maintains open communication and availability to all SJCHS organizations and departments.
• Education
  • High School Diploma - Preferred
• Experience
  • 2-3 Years related experience - Required
• License & Certification
  • None Required
• Core Job Functions
  • Maintains calendar and appointments for the Director and Department Managers, with notification of appointment changes and rescheduling. Schedules and coordinates travel arrangements for the Director and Department Managers. Registration information is completed and submitted. Manages the Value Analysis schedule led by our system CFO and Ad-Hoc committee meetings with all leadership. Completes appropriate forms for travel and obtain signatures. Facilitates travel reimbursements for Director and Department Managers. Answers telephone, relay messages, assist callers, or transfer callers as needed. Attends various hospital and department committee meetings as required. Records minutes and/or transcribe documentation accurately. Initializes draft and type revisions, proof read and correct. Notifies appropriate individuals if they are needed at meetings.
  • Verifies vendor representative appointments with department and hospital personnel. Works very closely with vendor credentialing companies to determine the best match for the health system. Tracks and Monitors department budget, researches variances, creates and maintains spreadsheets. Assists in preparation of annual budget. GPO (Premier) point of contact. Activates ALL contracts through vendor website, representing millions of dollars. Maintains and tracks GPO system to include: pricing downloads, interfacing with buyers and vendors, pricing activations, and tracking progress with Premier. Assists in loading current contracts into MediTract to activate contract tracking, approval routing, and timely implimentation of contracts for the health system.
  • Processes requisitions, invoices, expense reports, prepares check request, determines appropriate accounting codes and ensures data entry of appropriate information. Revises and drafts processes and procedures as needed to support efficient and effective department operations. Provides backup to mailroom. Run/Pickup mail to appropriate departments. Runs mail machine for postage. Sorts mail by department. Assists mail room staff with problem solving. Processes metered mail and bulk mail. Assists in mid-year and fiscal year-end inventory to provide closing amounts to our general ledger.
  • Acts as receptionist for visitors, sales representatives, and hospital staff. Directs them to the appropriate individual within the department or hospital. Issues vendor passes and support the web-based vendor management process. Reviews all exemptions for each vendor. Manages the vendor credentialing companies: Adherence to SJC policies, confidentiality, company competency, vaccines, background checks, in compliance to this process.
  • Creates all new user accounts for the health system for Office Supply Vendor. Handles all delivery issues with Office Supply Vendor (Desktop delivery, missing packages, returns, damaged packages).

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