Overview
Administrative Assistant III Part-Time – Aging & Disability Resource Center Jobs in Chippewa Falls, WI at Chippewa County, WI
Description of Work
Administrative Specialist I
Broughton Hospital is currently accepting applications for an Administrative Specialist I to the Medical Director. The primary purpose of this position is to perform as an administrative assistant to the Medical Director, Associate Director of Medicine and 12 additional practitioners. This position functions as an administrative assistant for the Medical Director and Associate Director of Medicine, who oversees all medical aspects of the 265-bed state operated facility which interacts internally with various hospital departments and divisions, and externally with state and local officials and with consultants and their office staff.
Responsibility for job related activities requires spending sufficient time with the Medical Director to discuss departmental issues, survey readiness, organizational improvement activities, departmental policy development and periodic reviews. This position also provides efficient, administrative office services and administrative assistance to the Medical Services Department, and other key personnel within the division. As the Director of the Medical Services Department requires much of his time away from the office, this employee is allowed freedom in dealing with situations and issues that arise, and scheduling meetings to keep the office running efficiently. This position coordinates and schedules all calendar events for the Medical Services Director. The Medical Services Department Director is responsible for several key auxiliary support departments within Broughton Hospital that include the Medical Laboratory, Radiology, Medical Clinic, Dental Clinic, Physical Therapy, Employee Health Services, Family Medicine Physicians, Internal Medicine Physicians, Physician Extenders, EKG/EEG Departments. Therefore, this position requires a good working knowledge and understanding of the organizational function of the Department, as well as familiarity with programs and other operations of the hospital, and departments supervised by the Medical Services Department Director. The position requires independent decision-making and use of good judgment and discretion in selecting a course of action in situations that arise.
This position works independently in many assigned areas without consultation or guidance. This position coordinates and schedules meetings, maintains data management systems, provides administrative support to the Medical Director and Associate Director of Medicine, and prioritizes their schedules to meet demands of this office.
This position is responsible for creating drafts of correspondence (written and electronic) to third parties with minimal input in content. The person in this position maintains a close liaison with the Medical Director when he is out of the office to ensure the operation of this office continues with minimal interruption and that key needs are properly attended to by hospital administration.
The person in this position utilizes many computer programs to complete assignments. These programs include but are not limited to Microsoft Office, Microsoft Excel, Microsoft Word, Microsoft Teams, Affinity, Webex, and Facility Dude. They are used to maintain databases, process and review patient data, independently order office supplies and input work orders for the Medical Director, Associate Director of Medicine and other departmental areas. All incoming mail for the Medical Director is opened, classified and prioritized according to the content of the communication.
The normal work schedule is Monday – Friday, 8:00 AM to 5:00 PM. However, flexibility is required for training purposes and to meet hospital needs.
Duties Performed for Other Individuals Other Than Immediate Supervisor:
This position coordinates meetings, organizes agendas, copies/obtains needed information/materials and composes and generates minutes for departmental and committee meetings. This position also performs other project-specific tasks and activities associated with the medical services department. Coordinates outside meetings for additional department heads as needed and requested.
This position also performs duties for staff in Employee Health Services and Medical Clinic, Physical Therapy Department, Internists, and other staff on an as needed basis. These duties include but are not limited to composing various items (letters, memos, coverage schedules, PI reports, etc.), taking and delivering messages, and scheduling meetings.
This position also provides back-up for the clerical support for the CMO and ACMO on an as needed basis.
Requirements for Adjustment to Sudden Changes in Work Environment:
The person in this position must be flexible in adjusting to any changes in work activities and in work assignments. A high degree of independence is needed in this position in prioritizing timeframes and workload. The individual in this position must adapt to change in priorities at a moment’s notice due to the office’s varied responsibilities and due to unanticipated situations. An example would be an emergency with a patient, patient’s family or an employee that would require the attention of the Medical Director. This employee has to be flexible in dealing with the many situations that arise, such as emergency situations in transferring a patient to an outside hospital, obtaining medical information for physicians from other physicians and facilities, working on urgent requests for surveys, or rearranging schedules for the day because of emergency surgery, and/or other circumstances that occur. This is thus not a position that functions in a routine or predictable fashion.
There are numerous Administrative and Clinical policies and procedures that regulate the Medical Services Department, and this position must keep abreast of these new/revised procedures as they relate to the Department. An example would be: “Organ and Tissue Donation” and related forms, “Right to A Natural Death” (Do Not Resuscitate), and related forms.
Salary Grade: NC08
Recruitment Range: $37,782 – $66,120
Position Number: 60045062
Exam Plan: 25-04912
Knowledge, Skills and Abilities / Competencies
To receive credit for all your work history and credentials, you must list the information in the “Work Experience” section of your NC State application form. Any information listed under the text resume section; Additional Information or on an attachment will not be considered for qualifying credit. Qualified candidates must document on the application that they clearly possess the following:
Two years of administrative experience supporting a department director or two years of experience working as an office manager
Experience with Microsoft Office using programs such as Word, Excel and other administrative software
Experience creating and/or maintaining records and reports
Experience with letter writing, using correct spelling, punctuation and proofreading
Experience working in the healthcare field
Management Preferences (if applicable)
Knowledge of Medical Terminology
Experience supporting a department director in the health care field
Minimum Education and Experience Requirements
Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See oshr.nc.gov/experience-guide for details.
High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.
Supplemental and Contact Information
About the Facility:
Broughton Hospital operates 382 beds and is one of the three regional psychiatric hospitals with statutory responsibility for operating as part of the Division of State Operated Healthcare Facilities (DSOHF). With the North Carolina Department of Health and Human Services, we provide help and support to North Carolinians, and their families, experiencing mental illness. Our hospital serves the western thirty-seven (37) counties of North Carolina, as part of the state’s system of care and treatment for persons with mental illness.
The North Carolina Department of Health and Human Services is an Equal Opportunity Employer.
Positions in the Division of State Operated Healthcare Facilities shall be subject to pre-employment drug testing and criminal record background checks. Also, the use of tobacco products of any kind including vapor products are prohibited from our campuses. All employees are required to adhere to the facility’s Vaccination Policy.
Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account. You will either receive a call to schedule an interview or an email notifying you when the job has been filled.
For technical issues with your application, please call the NeoGov Help Line at 855-524-5627. Applicants will be communicated with via email only for updates on the status of their application.
NOTE: For temporary, contract or other supplemental staffing appointments: There are no paid leave, retirement or other benefits associated with these appointment types.
For permanent and time-limited appointments:
Eligible employees have benefits that include employee health insurance options, standard and supplemental retirement plans, NC Flex (a variety of high-quality, low-cost benefits on a pre-tax basis), and paid vacation, sick, and community service leave, to name a few. Paid parental leave is available for eligible employees. Some benefits require 30 + hours work/week for participation.
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Title: Administrative Assistant III Part-Time – Aging & Disability Resource Center
Company: Chippewa County, WI
Location: Chippewa Falls, WI
