Staff Assistant VIII

Job Requisition #: JR57655

End Date: 8/2/2021

Location: Newark, Delaware

Position Type: Clerical/Administrative/Billing

Shift: Day Shift, No Rotation

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PRIMARY FUNCTION:

To provide administrative support to the Director of Employee Health Services (EHS), provide support to Lead Nurse Practitioner and support EHS staff to maximize their effectiveness and efficiency.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Maintains schedules for multiple members of the EHS team utilizing electronic Outlook calendars. Schedules meetings for EHS as requested.  Provides all pertinent information needed for scheduled appointments and coordinates room reservation, catering etc. as needed.  

Provides administrative support including typing and drafting correspondence, attends meetings, composes agendas, takes and types minutes, maintains up to date filing systems, fax communications, composes presentations, opening, screening and delivery of mail. etc.

Provides guidance to clerk VI and administrative assistant II at EHS on clinic front office functions and workers compensation.

Maintains and updates clerical standard operating procedures at EHS.

Functions as Time keeper for the department under direction of Director of EHS

Maintains and stocks EHS clinical and office supplies.  Checks receipts for incoming materials. 

Processes invoices for services and equipment for EHS, including contracts with various vendors.

Provides daily department support for staff needs. This includes preparation, submittal and tracking of Requisitions, Purchase Orders, Check Requests, Petty Cash Requests, and Travel Expense Statements.  Maintains organized files for tracking. 

Manages and maintains contracts to ensure that EHS Management has all information necessary to ensure timely handling (renewal, termination, and renegotiation) occurs.

Supports Academic affairs for onboarding of medical residents and facilitates rotations to partnering hospitals by providing immunization records as requested.

Supports Medical Affairs by facilitating credentialing for physicians and physician extenders by searching for and updating immunization records upon request

Maintains EHS on call schedule and Vocera 

Answers telephones adhering to Telephone Etiquette Standards of Performance guidelines.  Provides assistance and/or direction for callers as necessary.   Greets visitors to EHS and notifies EHS Management of their arrival.

Manages conference room schedules.  Assists with audiovisual setup accordingly.  Maintains daily room schedule.

Maintains organized department budget files and keeps EHS Management informed on expenditures.

Assists in coordination of Facility requests (e.g. moving of IT equipment, furniture moving, painting, carpeting, electrical and HVAC problems) for EHS Department at Christiana Hospital and Wilmington Hospital Locations. 

Maintains all EHS data for the department including information located on HR Online.  Updates other online resources including as needed.

Maintains department compliance for all mandatory education requirements. 

Completes special projects as requested (e.g. Flu Blitz/Campaign events, Annual Biometric, Wellness events,).    

Communicates between all levels within the Human Resources Department and other departments, utilizing both written and verbal communication skills. 

Provides back-up support for Executive Assistant of HR as needed.

Attends staff meetings and completes mandatory in-services timely.

Performs assigned work safely, adhering to established departmental safety rules and practices.  Reports to supervisor in a timely manner, any unsafe activities, conditions, hazards or safety violations that may cause injury to oneself, other employees, patients and visitors.

Performs other related duties as required.

SCOPE, PURPOSE, AND FREQUENCY OF CONTACTS:

Daily contact with CCHS employees, EHS staff and members of HR department.  Frequent contact with other departments that include IS department, Finance, Purchasing, and CCHS Administration etc.

DIRECTION/SUPERVISION OF OTHERS:

None

DIRECTION/SUPERVISION RECEIVED:

Reports directly to Director of EHS.  Receives daily requests or directions from Lead Nurse practitioner, including various members of EHS Clinical team.    

EDUCATION AND EXPERIENCE REQUIREMENTS:

High school diploma or equivalent; completion of a business college program in Secretarial Science or Office Administration or related field preferred.

Four years prior experience in Administrative Assistant position.

An equivalent combination of education and experience may be substituted.

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:

Knowledge of general clerical office procedures and operation of office equipment.

Knowledge of Christiana Care administrative policies, procedures, and operations. 

Knowledge of basic accounting principles.

Knowledge of Microsoft Office software packages including Outlook, Word, Excel and Power Point, web form design and Access.

Skill in maintaining accurate filing systems.

Skill in written and verbal communications.

Ability to maintain confidential information and materials.

Ability to organize and maintain different projects simultaneously.

Ability to use tact, judgment, and diplomacy.

Skill in telephone communication and public relations.

Ability to work as a team player   

Ability to maintain a pleasant and patient nature and be able to handle stress positively.

Ability to work effectively with others in a team environment. 

Ability to interact with all levels of management and staff. 

Ability to maintain a professional and mature approach towards responsibilities.

Ability to complete all administrative duties accurately and efficiently.

SPECIAL REQUIREMENTS:

None

PHYSICAL DEMANDS:

Frequent sitting with intermittent standing and walking and mobility to use unassisted the copiers, printers, fax machines.  Occasional light lifting up to 25lbs.  Reasonable accommodations may be made to enable a person with disabilities to perform the principal duties and responsibilities.

WORKING CONDITIONS:

Generally pleasant office environment. 

Why do WE offer careers full of possibilities?

For the Love of Health.

Inclusion & Diversity

At ChristianaCare, we’re committed to treating everyone with dignity and respect. We believe in a safe, inclusive work environment that fosters collaboration between caregivers from all walks of life. We know that each unique viewpoint is vital in delivering high-quality, safe patient care to everyone who walks through our doors. Our policies, benefits, hiring practices, employee resource groups, and corporate citizenship demonstrate our commitment to inclusion and diversity throughout our system.

Why do we embrace inclusion and diversity? For the Love of Health.

Our Values

We serve together in Love and Excellence. Our unique values, Love and Excellence are bold and powerful, and they are the reason why working for ChristianaCare is special. The behaviors associated with our values guide how caregivers interact with everyone they work with and make for an exceptional work experience. We believe that when you lead with Love, Excellence is inevitable.

Benefits

ChristianaCare’s comprehensive total rewards package is one of the most competitive in the region. We are proud to offer excellent benefits that reflect the organization’s commitment to being exceptional today and even better tomorrow.

At ChristianaCare, we provide access to high-quality and affordable benefits designed to meet our caregivers where they are. You can tailor your benefits to meet your needs now and adjust them as your priorities change.

Take advantage of ChristianaCare’s wide-ranging benefit offerings from supporting optimal health through medical, prescription, dental and vision coverage to valuable wellness and work/life programs, which include paid parental leave, coverage for infertility and assisted reproductive technologies, an employer-funded short-term disability program, and more.

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For the Love of Health

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