Administrative Assistant - Materials Management - Full Time/Days - Req# 2063878159

Brief Description

Job Objective: To support the functions of the Materials Management Department by providing a high quality of administrative support related to the various functions within department.

Essential Duties and Responsibilities:

• Prioritize work daily to ensure objectives are met in an expeditious manner
• Performs a variety of clerical tasks, including, but not limited to, answering the phone, filing, copying, faxing, scanning, data entry, word processing, placing low dollar orders for forms and office supplies, patient charging for Central Distribution/Materials Management supplies, reconcile Star/HEMM charges, Central Supply Chargemaster maintenance, department payroll representative including utilization of Kronos system, monitoring attendance and tardiness, calendar management for Director of Materials Management, vendor meet and greet and vendor documentation, updates Materials Management recall log, maintains Materials Management tissue log, procedures and policies, taking meeting minutes, run and distribute scheduled reports, maintenance of contract database, proficient in the use of office programs (spreadsheet, word processing, presentation, calendar) and the use of other software applications, with training, Forms Committee numbers, reconcile Omni-Cell, Storage, moving and box request.
• Performs a variety of activities in order to maintain orderly and complete department files and records. Records and information include regulatory, Board of Directors, Senior Executives and JCAHO Safety information and records
• Handles telephone calls efficiently, professionally, and passes on requests for action to appropriate staff via phone, e-mail, pager, or radio. Multiple telephone calls and multi tasking is not unusual
• Maintains database and file related to department budget expenses
• Maintains Central Supply's Chargemaster which includes but is not limited to new patient charge items, price and description changes.
• Provide Orthotic purchase orders and bill the patient for the Orthotic Device.
• Reconcile patient charge errors between Central Supply HEMM programs to Star billing program on a daily basis.
• Reconcile the temporary patient charges in the Cares Omni Cell system.
• Tracks and logs all vendor recalls received through Materials Management, distributes to the appropriate person/department for corrective action.
• Logs all human tissue received through Materials Management, maintains the tissue log for accuracy and keeps current vendors tissue license on file.
• Maintenance of the Vendormate system with new changes, policy, vendor access, etc.
• Provide new form numbers with the Forms Committee when requesting a new form.
• Calls and schedules department request from departments for equipment moves, storage request and empty box requests through the Storage and Moving company.
• Practices appropriate confidentiality and diplomacy in dealing with all issues
• Coordinates project/assignments and prepares related materials
• Practices appropriate document security in relation to the protection of employee personnel files and other important information by securing the filing area at all times
• Ability to function in a team with multi-tasking responsibilities
• Other Materials Management related tasks, as assigned
• Prepare all relevant information pertaining to payroll in a timely manner. This includes the completion of edits for submission to the payroll department
• Provides clerical and administrative assistance in updating policies/procedures, job descriptions, various schedules, ledgers, training schedules, recording of meetings, menus, department supplies, and department forms
• Accurately records Invoices in ledger and stamps with appropriate cost center and sub account to be charged; gives to Director for review before turning in to Accounts Payable
• Orders department office supplies, and distributes mail to appropriate locations
• Maintains department Bulletin Board with authorized hospital information that is current
• Maintains departmental file system in a complete, accurate, and orderly fashion using confidential practices at all times
• Faxing, photocopying and other clerical duties
• Performs all other duties as required
  
  

Non-Essential Duties:

• Coordinate and arrange travel for Director of Materials Management
• Other miscellaneous duties as required
  
  

Knowledge, Skills and Abilities:

Knowledge

• Knowledge of data processing and/or computer skills generally acquired through college level classes or one or more years’ experience in computer related field
  
  

Skills

• Skill in typing
• Skills in advanced computer usage
• Skills with office (word processing, spreadsheets, presentation) software programs
• Skilled in oral and written communication
• Skilled in customer service and satisfaction
  
  

Abilities

• Accurately type 35 words per minute
• Ability to evaluate and interpret statistical data
• Ability to use Computer related to duties.
• Ability to create and maintain word processing documents and spreadsheets
• Ability to coordinate, organize and evaluate work
• Ability to design, develop and document policies and procedures related to Materials Management
• Ability to read and interpret difficult and complex material
• Ability to prepare clear and comprehensive reports
• Ability to provide clear and logical documentation
  
  

AVMC Values: All AVMC employees will effectively demonstrate these values:

• Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
• Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
• Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
• Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
• Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
  
  

Education and Experience:

Education

• High School Graduate or General Educational Development (GED) Test Equivalency Certificate required
  
  

Experience

• Minimum two (2) years Secretarial experience required
• Healthcare and/or Purchasing and Distribution experience desired
  
  

Required Licensure and/or Certifications:

• None currently required
  
  

AVMC Conduct/Compliance Expectations:

• Ability to adhere with AVMC Attendance and Punctuality Policy.
• Ability to adhere with AVMC Leaves of Absence Policy.
• Ability to adhere with AVMC Paid Time Off (PTO) Policy.
• Ability to adhere to the department dress code.
• Ability to organize work and establish priorities.
• Ability to expand on own initiative in performance of duties.
• Skill and ability to follow the telephone etiquette/standards.
• Ability to function effectively under pressure and meet time parameters.
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff.
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVMC.
• Ability to maintain the confidentiality of patient, hospital and department information.
• Ability to adhere to safety rules and regulations.
• Safely and effectively uses all equipment necessary to carry out duties.
• Ability to interpret and function under hospital and department policies and procedures.
• Conforms with required and appropriate accreditation and regulatory requirements.
• Conforms with and supports hospital quality assurance and improvement guidelines.
• Ability to participate effectively in department and hospital staff education.
• Display a willingness to work as a team player.
• Ability to give and support the highest level of patient/customer satisfaction at all times.
• Supports and adheres to the values and mission statement established by the AVMC Board of Directors.
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
• Ability to follow the Code of Conduct
  
  

Physical Requirements and Working Conditions:

• Work is usually performed in an office / warehouse / hospital environment and dock area.
• Work may be noisy and subject to many interruptions, distractions and temperature variations due to the proximity of docks and open doors.
• Frequent sitting and use of keyboard.
  
  

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE: THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.

Requirements

Education and Experience:

Education

• High School Graduate or General Educational Development (GED) Test Equivalency Certificate required
  
  

Experience

• Minimum two (2) years Secretarial experience required
• Healthcare and/or Purchasing and Distribution experience desired
  
  

Required Licensure and/or Certifications:

• None currently required
  
  

Physical Requirements and Working Conditions:

• Work is usually performed in an office / warehouse / hospital environment and dock area.
• Work may be noisy and subject to many interruptions, distractions and temperature variations due to the proximity of docks and open doors.
• Frequent sitting and use of keyboard.