Geisinger Health System ADMINISTRATIVE ASSISTANT - GWV in Wilkes-Barre, Pennsylvania
Location: 660 Baltimore Drive
Work Schedule: Days
Work Type: Full Time 1.0 FTE (80 Hours Bi-Weekly)
Department: EVS Administration
Responsible for providing high-level administrative and project management support for multiple Principals: Senior Director, Environmental and Surgical Services (System); Director, Environmental and Surgical Cleaning Services (GNE); Manager, PI Projects and Training, Supervisors, Environmental Services (GNE); as well as providing back-up support to Facilities Operations (GNE). Additionally, expected to ensure equitable coverage and distribution of workflow and coordination of effort within work unit.Ensures a professional and appropriate service standard while performing the job. Follows and enforces system wide standards as well as department specific service standards. Performs duties to support the goals and objectives of the Geisinger Health System in its efforts to provide quality patient care and patient satisfaction.Reports to the Director Environmental and Surgical Cleaning Services, GNE.
MAJOR DUTIES AND RESPONSIBILITIES:
1. Maintains effective relationships with senior leadership, management, staff and customers. Maintains an effective liaison relationship with the department and system operational staff. Answers inquires and provides assistance and guidance.2. Independently organizes, schedules, and coordinates the activities of Principals. Communicates commitments, deadlines, and daily activities with principals to ensure adequate and timely responses or follow up, as needed.3. Independently prepares, maintains, and coordinates standing meeting structure for Principals.4. Arranges travel reservations, reconciliations, and reimbursements for Principals. Reviews and corrects all business related travel expenditures for all Principals and their direct reports prior to presenting for signature. Schedules vehicles for use by Principals with system related travel.5. Responsible for preparing agendas, meeting materials, taking and transcribing minutes for committee meetings, as assigned. Ensures appropriate follow up to meetings.6. Prepares presentation materials, (slides, charts, graphs, etc.) for Principals use at meetings, briefings, and presentations.7. Creates all necessary documents, reports, and correspondence (written, oral, electronic) pertaining to activities of the office, including highly confidential information. Completes other typing requests as needed.8. Develops and maintains spreadsheets and databases on-line to support department related programs. Updates information on web sites.9. Ensures that all regulatory related manuals and documentation are maintained in proper format and updated in accordance with requirements. This includes, but may not be limited to, performance improvement manuals, safety manual, policy/procedure manual, job descriptions and performance standard manuals, in-service and staff education records.10. Maintains responsibility for data entry into the Information systems. This includes running Teletracking Reports and publishing data on the Pub Drive,and SharePoint. As well as entering personal data on ESCt and running reports as needed,.11. Processes requisitions and invoices, ensuring all requirements of pertinent policies and procedures have been met and documented. Maintains up-to-date, easily accessible files for use in monitoring project budgets.12. Opens, sorts, prioritizes, and distributes incoming mail for the Environmental Services and Surgical Cleaning Services staff. Determines need for response where appropriate and personally handles responses for management personnel.13. Receives and screens incoming phone calls. Takes initiative to personally follow through on as many calls as possible. Directs other calls to appropriate individual for handling.14. Ensures that the entire scope of customer needs for events, set ups, special projects, and cleaning are quickly and accurately communicated to the appropriate staff.15. Establishes and maintains filing systems. Maintains files and records for The Joint Commission, Pennsylvania Department of Health, and department operations.16.17. Coordinates personnel related functions. Maintains personnel records. Tracks status of competency reviews. Schedules interviews. Ensures processing of forms, scheduling, and coordination of necessary activities as part of the hiring/termination process. Assists with general orientation of new employees in the department. Receives and screen applications. Coordinates with Recruiting Office on applicants reference checks and job offers.18. Acts as Lawson delegate for payroll approval, as needed.19. Maintains inventory, places orders, and organizes adequate stock of office supplies and equipment.20. Copies and distributes departmental materials as requested by Principals and their direct reports.21. Assists with preparation of department newsletter (The CLEANSWEEP) for Environmental Services monthly.22. Completes all required in-services, training, and GOALS according to established standards.23. Performs other duties for which the employee is qualified to perform, as required or assigned by emergency or other operational reasons.Denotes essential job functions
COMPETENCIES AND SKILLS:
Demonstrates knowledge of office procedures, grammar, punctuation, and spelling.Demonstrates computer skills including knowledge of e-mail, word processing, spreadsheet, database, web page, and PowerPoint applications.Demonstrates excellent interpersonal and oral, written, electronic communication skills.Demonstrates ability to be a self-starter, capable of working quickly and accurately in a fast paced environment while handling multiple priorities.Demonstrates ability to be a quick learner.Demonstrates ability to work both independently with limited supervision and as a member of a team.Demonstrates a high regard for confidentiality.
EDUCATION AND/OR EXPERIENCE:
High School diploma or equivalent required. Associates degree preferred.Minimum two to three years administrative secretarial experience required. Experience working for multiple leadership required.Minimum six months on-the-job training to become familiar with policies, procedures, and software required.
WORKING CONDITIONS/PHYSICAL DEMANDS:
Work is typically performed in an office environment.
The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements considered necessary to successfully perform the job.
Geisinger Health System is an integrated health services organization widely recognized for its innovative use of the electronic health record and the development of innovative care delivery models such as ProvenHealth Navigator® and ProvenCare®. As one of the nation’s largest health service organizations, Geisinger serves more than 3 million residents throughout 45 counties in central, south-central and northeast Pennsylvania, and also in southern New Jersey with the addition of AtlantiCare, a National Malcolm Baldridge Award recipient. The physician-led system is comprised of approximately 30,000 employees, including nearly 1,600 employed physicians, 12 hospital campuses, two research centers and a 510,000-member health plan, all of which leverage an estimated $8.9 billion positive impact on the Pennsylvania economy. Geisinger has repeatedly garnered national accolades for integration, quality and service. In addition to fulfilling its patient care mission, Geisinger has a long-standing commitment to medical education, research and community service. For more information, visit www.geisinger.org, or follow the latest Geisinger news and more on Twitter and Facebook.
** Does not qualify for J-1 waiver.
**We are an Affirmative Action, Equal Opportunity Employer. Women and Minorities are Encouraged to Apply. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of disability or their protected veteran status.