Broadview at Purchase College

GENERAL SUMMARY

The Administrative Assistant is responsible for supporting the Health Services Department by performing a variety of clerical and administrative duties.  This position is essential in ensuring the smooth operation of daily activities, including scheduling staff, maintaining records, and providing administrative support as directed by the Health Services Director.

ESSENTIAL JOB DUTIES

1. Provide administrative and clerical support to the Health Services Director and department staff.
2. Coordinate meetings, trainings, and department communications.
3. Respond to internal and external inquiries via phone, email, and in-person in a professional and timely manner
4. Maintain confidentiality of all resident and staff information.
5. Ensures adequate staffing coverage for the health center, manages call outs, and maintains shift coverage to meet the mandatory requirements of the facility staffing ratios.
6. Reviews time off requests submitted by staff and communicates with staff in a timely manner regarding accommodations.
7. Posts employees’ schedules at minimum on a bi-weekly basis.
8. Assists the Health Services Director with clerical functions.
9. Places order for medical supplies, receives order and stocks shelves/cabinets.
10. Ensure resident medical charts are an orderly manner.

11. Assembles all new charts for new residents prior to admission and breakdown residents charts upon discharge charts

12. Schedule medical appointments for residents as needed

13. Perform all other related duties as assigned in an effective, timely and professional manner

Other Duties:

1. Attends in-service training and education sessions as assigned by supervisor.
2. Posts/removes memos as required.  Maintains Health Service’s employees bulletin board in a neat and orderly manner.
3. Assists with the fax and copy machines as needed.
4. Places order for office and administrative supplies.  Maintains nursing station with required nursing forms.

HOSPITALITY FOCUS: 

The Community fully embraces a culture of hospitality.  To that end, we include the following hospitality promises as a guide for our interpersonal interactions with residents, co-workers, and guests:

1. We greet you warmly, by name and with a smile.
2. We treat everyone with courteous respect.
3. We anticipate your needs and act accordingly.
4. We listen and respond enthusiastically in a timely manner.
5. We hold ourselves and one another accountable.
6. We make you feel important.
7. We embrace and value our differences.
8. We ask “Is there anything else I can do for you?”
9. We maintain high levels of professionalism, both in conduct and appearance, at all times.
10. We pay attention to details.

WELLNESS FOCUS:

The Community employees are expected to promote a healthy community culture for all residents and employees.  This is a whole-person approach to health and wellness which includes eight dimensions of wellness: Emotional, Environmental, Health Services, Intellectual, Physical, Social, Spiritual and Vocational.  Through these efforts we can ensure and exceed residents’ wellness needs relating to their mind, body and soul, which may also have a positive effect on the employees, as a result.

QUALIFICATIONS:

1. High school graduate; associate’s degree preferred.
2. Ability to communicate effectively in English and perform simple arithmetic.
3. Must be upbeat, positive, flexible, and enthusiastic.
4. Basic understanding of the senior industry
5. One year experience in a healthcare or administrative setting strongly preferred.
6. Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
7. Strong organizational skills and attention to detail.
8. Excellent written and verbal communication skills.
9. Ability to multitask and manage time effectively in a fast-paced environment.
10. Ability to work independently and collaboratively with a team.
11. Familiarity with healthcare scheduling or staffing systems is a plus.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

Normally works in well lighted, comfortable surroundings.  Must be able to concentrate with frequent interruptions.  Must be able to sit for up to ninety percent (90%) of the work day.  Must have manual dexterity for typing and filing.  Occasional walking; frequent bending, reaching and stooping.  Must be able to lift and carry up to fifty (25) lbs. independently.  May be exposed to communicable diseases including the HIV and HBV viruses, unpleasant odors, and combative behavior.