Admin Support Specialist - Cardiopulmonary (On-Site) Job Listing at NorthBay Healthcare in Fairfield, CA (Job ID 4633)

Description

At NorthBay Health , Administrative Support Specialist is responsible for the overall administrative support of the managerial and operational activities of the  Cardiopulmonary department team. Works closely with the manager  and clinical team to provide excellent communication that supports department workflow. Is responsible for UKG, Time and Attendance and communication of issues to the management team.  Provides excellent customer service and works independently with minimal supervision utilizing a high level of initiative, judgment, and critical thinking skills.

Primary Job Responsibilities: 

• Supports organizational mission, goals, and values. 

• Demonstrates respect and affirmation of team members' unique scope of practice and contribution to work interdependently to achieve a common purpose and to accept responsibility for creating a culture of learning, mutual support and creative problem solving.

• Capable of working independently and as part of a team.

• Follows and holds team accountable to established organization, division, and department policies/procedures/protocol

• Has responsibility for safely and accurately scheduling procedures for the Cath Lab and Cardiology departments.  Works closely with leadership team to further develop accuracies and efficiencies of processes.  Aids in development of standard work
• Constructs reports as requested by team and assures that they are produced in an accurate and timely manner.
• Acquires and maintains advanced knowledge of computer software/hardware technology in order to support the program needs of the leadership team including but not limited to Microsoft Office and EHR.
• Schedules cases accurately maintaining awareness of usual time necessary, equipment, personnel, conflicts, and limitations. Accurately enters information into EHR as assigned.
• Maintains awareness of patient, staff and physician flow in the unit and communicates changes in timely manner
• Manages the coordination of reports including correspondence and other documents according to established time lines.
• Coordinates special meetings or educational opportunities in support of the leadership team. 
• Understands and supports established organizational, departmental, quality improvement, safety, environmental, and infection control policies and procedures.
• Completes special projects as requested.
• Supports the leadership team by recording and/or typing minutes, making room arrangements, and providing follow up as requested. 
• Demonstrates effective problem solving, decision-making and conflict resolution skills.
• Demonstrates outstanding interpersonal skills and maintains confidentiality in all aspects of the position.
• Responsible for tracking employee absences, tardies, disciplines, and KinCare and reports findings to the clinical coordinator/management in a timely fashion.
• Performs data entry in data repositories such as requested.  Examples include but not limited to ACC national data registries.
• Assists with collection of data within EHR to support PI activities.
• Tracks competency information for the clinical managers as requested. Maintains unit employee competency files as instructed.
• Performs unit based audit functions as requested and within scope of non-clinical personnel.
• Demonstrates respect and affirmation of co-workers' unique scope of practice and contribution to work interdependently to achieve a common purpose and to accept responsibility for creating a culture of learning, mutual support and creative problem solving.
• Supports the CardioPulmonary Rehab department as needed. 
• Other duties as assigned.

1. Education/Experience:  High school graduate or equivalent. Graduate of, or completed course work in, a recognized administrative support program or two years' experience at the administrative support level preferred. Medical terminology preferred.

2. Skills: Excellent oral and written communication skills required. Demonstrated experience in managing multiple priorities required. Basic typing and computer knowledge required. Proficient in Microsoft Word and Excel preferred. Demonstrated experience with Windows NT and database administration required. Must possess ability to prioritize several tasks at once and be able to function in a noisy/ busy atmosphere.

3. Standards of Performance: Demonstrate performance by adhering to established policies and procedures and exhibiting the defined characteristics associated with attendance and punctuality.  Attendance is an essential function of the job.
4. Physical Skills:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
5. Physical Effort: Primarily sedentary to slight physical exertion.
6. Hours of Work: Monday through Friday with hours to meet the needs of the department. Ability to travel between facilities as needed.
7. Other: AHA or equivalent BLS required within first three months of hire, completion of annual organizational conditions for employment (TB Testing, Safety Training, mandatory in-services, etc.).

Compensation Range: $ 33.00    - $ 40.00    (Max is commensurate of 20+ years in admin support role)