Administrative Assistant

Kaweah Health is a publicly owned, community healthcare organization that provides comprehensive health services to the greater Visalia area in central California. With more than 5,000 employees, Kaweah Health provides state-of-the-art medicine and high-quality preventive services in our acute care hospital, specialized health centers and clinics. Our eight-campus healthcare district has 613 beds and offers comprehensive health services across a broad continuum of care.   

It takes a special person to work for Kaweah Health. We serve a region where the needs are great, which makes the rewards even greater. Every day, we care for people facing unique challenges and in need of healing. Throughout it all, our focus is to make a difference, and we do — in the health of our patients, our loved ones, and our community.

Benefits Eligible

Work Shift

Department

QUALIFICATIONS

Education
Preferred: High school diploma or equivalent with emphasis in business courses.

Experience
Required: Three years experience in a secretarial position, preferably in healthcare field.

Knowledge/Skills/Abilities
Proficient in MS Word and Excel.
Excellent organizational, analytical, planning, and communication skills.

Department Specific Requirements
If assigned to Administration-KDMHH: requires Crisis Prevention Institute (CPI) certification in Nonviolent Crisis Intervention within 60 days of hire.

JOB RESPONSIBILITIES
Essential

Provides administrative support to Director. Drafts memos, letters, policies, and procedures as assigned. Plans for meetings taking minutes and handling normal distributions.

Reads incoming mail to determine how it should be handled taking care of the more routine issues. Alerts Director regarding any correspondence from government entities, such as DHS, Joint Commission, OSHPD. Assures timely communication response.

Handles day-to-day operational issues with key leadership within service in absence of Director. Always respects the nature of the confidentiality. Requires discreet and confidential handling of situations.

Acts as department liaison for director, manager, staff, and others. Helps to resolve issues between staff and management. Provides counsel to staff on how to handle their issues/coaches/counsels/mentors staff as appropriate.

Monitors Directors calendar, arranges meetings to provide the best timing and location. Analyzes the need for the VP attendance at meetings based on topic and other obligations. Suggests alternatives if Director attendance is not critical. Manages the calendar based on deadlines and workload of the Director for the day. Knows when to call a Director from a meeting to handle more pressing issues.

Independently controls calls. If Director is busy always asks “what can I do to help”. Responds to needs of VP's, medical staff, Directors, and others, alerts Director when appropriate.

Handles patient, physician, family and others complaints. Knows when to get the Director or others involved.

Prepares and maintains department information, databases and statistics. Provides analysis of reports, providing necessary follow-through including obtaining further clarification and data as needed. Conducts audits to assure compliance with processes. Alerts Director to potential concerns.

Provides budget analysis assistance as assigned. Reviews and maintains compliance with billing, codes and charge master maintenance. Works independently with finance to resolve discrepancies.

Manages special projects or programs. May plan special events handling all details such as Annual Recognition for all services, Nurses Week, Patient Satisfaction Processes or other department events as assigned.

Maintains payroll for all staff represented by Director. Updates and maintains Kronos audits to assure compliance with Kaweah Health policy.

Maintains personnel files for all staff represented by Director, this includes preparation and completion of PFP's and maintenance of required license and certifications.


Additional

Demonstrates the knowledge and skills necessary to provide care and services appropriate to the population served on the assigned unit or work area.

Performs other duties as assigned.

Pay Range

If you want to use your talents alongside people who face each day with courage and purpose, in an environment that empowers you to do your absolute best, this is where you belong.