Regional Surgery Center Administrative Assistant

Job Purpose:

The Administrative Assistant is responsible for providing support to ASC Regional Director, ASC Business Office Manager, ASC Managers and Surgery Center visitors by handling a variety of tasks in order to ensure the center runs smoothly and efficiently.

Primary Duties and Responsibilities:

• Quarterly Leadership Meetings – EOC, QCC, and BOM (3 Meetings -Quarterly)

o Responsible for the preparation of quarterly meetings with various tasks including but not limited to: updating agenda and various templates for staff reports, completing HR and patient satisfaction reports, organizing files into one packet, creating motions, taking minutes, and submitting electronic packet to executive assistant.
o Manage Benchmarking of all ASCs

• ASC Assistant – 3 locations

o Prepares or assist staff meetings with various tasks including but not limited to: reserving the meeting room, creating the PowerPoint Presentation, meeting attendance, taking minutes.
o Assist or creates orientation packets for new hires.
o Maintains PowerDMS Annual Training/Certificates/Documents for ASC Employees.
o Maintains HR list of employees at each location with adds new hires/removes departing staff to/from various lists pertinent to the Surgery Center.

• Director, ASC Regional

o Creates newsletters with content sent in by department leaders, updates patient satisfaction scores, and patient comments and benchmarking all ASCs and sending out reports to appropriate designee.

• ASC Annual Appreciation Day

o Orders, assembles, and distributes staff appreciation gifts on department specific days (e.g. nurses’ day), and a year-end gift for all staff. Submits annual staff gift budget request, tracks spending, and stays within the approved budget.

• Accreditation of ASCs / PowerDMS (Policy & Procedure)

o Maintains all policies and procedures held in PowerDMS with annual review, maintenance taken to ASC Director, Managers for review and changes and submitted through EOC, QCC and Board for final review/approval.
o Assists with preparation of AAAHC accreditation by organizing and maintaining files in PowerDMS.

Competencies:

• Service: We align our actions and decision making with the organization’s guiding platform keeping our patients at the center of all we do.
• Change Agent: We support and contribute to positive change in the organization.
• Communication and Interpersonal Relations: We communicate honestly and with compassion to build connections with our patients and each other.
• Effectiveness: We take ownership of work, doing the right thing for our customer and doing it well.

Organizational Culture:

All OrthoIllinois employees focus on service by putting the mission, vision, and value statements into practice and using the guiding principles of Compassion, Respect, Trust, Integrity, Innovation, Education Fiscal Responsibility, Practice Independence, Accountability, and Empowerment to direct their interactions and decision making. Employees promote and model the service standards to create lasting impressions, extraordinary moments, exceptional on-stage experiences, and meaningful and compassionate connections.

Education and Experience Requirements:

• High school diploma or GED
• A minimum of one year of experience in a similar position and/or performing similar tasks
• Advanced working knowledge of Microsoft and Google suites
• EMR and PowerDMS familiarity preferred

Environmental/Working Conditions:

Working environment is in an office/ambulatory Surgery Center setting.

Physical/Mental Demands:

• Sit, stand and walk for extended periods of time
• Requires lifting, carrying and/or moving objects in a manner consistent with most office environments (generally, no more than 10 pounds on a frequent basis and 20 pounds on an occasional basis)
• Possess full range of motion in shoulders and arms, including reaching above or below the shoulder
• Finger dexterity for typing on a keyboard and using a mouse for extended periods of time; ability to twist hands or wrists repetitively
• Good balance.
• Vision (e.g., depth perception, color vision, strong vision up close); hearing (e.g., high pitch sounds, soft or distant sounds)

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.