Overview
DOC SHAWNEE MAILROOM OFFICE ADMINISTRATOR II Jobs in Vienna, IL at State of Illinois
QUALIFICATIONS
Education
High school graduate
Experience/Skills
Has at least one year of secretarial experience
Possesses exceptional computer literacy
Understands medical terminology
Works well under pressure
Organizes workload according to priority needs
Anticipates special needs for a wide variety of activities and projects
Works with minimal supervision
Possess excellent telephone etiquette skills
Possess strong customer service skills
Handles difficult and angry people constructively
Possesses excellent service recovery skills
Manages multiple duties with attention to detail
Works in a fast-paced environment and performs a wide range of tasks, while encountering frequent interruptions
Works in conjunction with staff in a supportive way to troubleshoot and resolve issues
Is a team player and works collaboratively intra- and inter-departmentally
Required Licenses/Certifications
Notary
Working Conditions
Works in a clean, well-lit office environment
ROUTINE RESPONSIBILITIES
Behavioral Expectations
Consistently complies with established Behavioral Expectations
Staffing
Reviews and approves payroll, when necessary, in a timely fashion
Maintains an up-to-date list of nursing employees including phone numbers
Accepts other duties as assigned
Secretarial Duties
Prepares and maintains records, reports, files, and correspondence relating to Nursing Services
Schedules Nursing Services meetings
Maintains agendas and minutes for Nursing Services meetings
Types all departmental forms
Maintains Administrative Manual and Department of Nursing’s policy and procedure manuals with up-to-date revisions and additions for all Department Directors and Chief Nursing Officer
Assists in preparing monthly records and statistics and upon request for special projects
Prepare confidential and special reports for Nursing Services
Quickly transmit verbal and written messages to appropriate personnel
Correctly routes official correspondences to proper individuals/departments expediently
Maintains adequate office supplies for the administrative suite
Functions as a receptionist for the administrative suite in a gracious and courteous manner
Accepts other duties as assigned
Productivity
Organizes workload in relation to priorities and deadlines
Completes assignments within the appropriate time frame
Performs effectively and efficiently in crises with attention to time constraints
Completes workload while responding professionally to frequent interruptions from multiple sources
Produces work that is professional in appearance and accurately detailed
Adapts and demonstrates flexibility to changing workloads
Adjust personal schedule in response to workload and given special project deadlines
Use appropriate resources to maintain working relationships between administration, nursing services, and other departments
Understands, adheres to, and correctly interprets departmental and hospital-wide policies and procedures to others
Possesses a working knowledge of ACHC standards, IDOH regulations, and performance improvement principles
Recognizes the importance of expense management and budgetary constraints
Demonstrates an awareness of personal limitations and capabilities by requesting assistance or asking clarifying questions in situations that exceed abilities
Attends at least 80% of monthly departmental staff meetings annually and reviews/initials meeting minutes if unable to attend
Accepts other duties as assigned
Patient Experience Liaison Duties
Functions as an administrative intermediary between patients/families and hospital/clinic staff
Performs in-patient validation rounding and outpatient rounding as needed or requested
Follows through on recognition opportunities by communicating with department leaders or by sending Thank You cards
Appropriately follows through on complaints or issues identified during rounding
Receives, investigates, and resolves inquiries, concerns, complaints, and/or grievances from patients and/or families
Works inter-departmentally to sufficiently resolve issues
Uses the service Recovery Toolkit appropriately and maintains tracking tool for compliance use
Assists others to effectively resolve concerns/complaints
Assist patients/families with unresolved concerns during/after their hospital stay or post-clinic visit
Documents received concerns, complaints, and/or grievances by summarizing the issue(s), noting actions taken to resolve, and the outcome.
Actively participates on the Patient Experience Team
Uses knowledge gained through patient visits or service recovery opportunities to make suggestions to improve the customer experience
Day Shift
Monday – Friday
80 hrs/Bi-Weekly
Title: DOC SHAWNEE MAILROOM OFFICE ADMINISTRATOR II
Company: State of Illinois
Location: Vienna, IL
