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Job Information
Carle Foundation Hospital Operations Assistant- CMH Cardiovascular Admin in Urbana, Illinois
Operations Assistant- CMH Cardiovascular Admin
Department: Cardiovascular Admin - CMH
Entity: Peoria Service Area
Job Category: Clerical/Admin
Employment Type: Full - Time
Job ID: 44546
Experience Required: 1 - 3 Years
Education Required: Associates Degree
Shift: Day
Location: Peoria, IL
Usual Schedule: Monday to Friday, 8a-3pm
On Call Requirements: No
Work Location: Methodist Medical Center
Weekend Requirements: No
Holiday Requirements: No
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Position Summary:
To provide advanced, diversified and technical expertise necessary to support the executive medical director and executive director of Cardiovascular Services.
Qualifications:
Education Associate's Degree in the field(s) of secretarial, business or related field preferred.
Work Experience 1-3 years of experience in/with clerical support at the executive level required.
License and Certification None noted
Required English Skills Advanced reading skills Advanced writing skills Advanced oral skills
Communication Skills Ability to respond appropriately to customer/co-worker.
Interaction with a wide variety of people
Maintain confidential information
Ability to communicate only the facts to recipients or to decline to reveal information
Ability to project a professional, friendly, helpful demeanor
Computer Skills Intermediate computer knowledge: Ability to troubleshoot minor problems within a Windows OS, operates within a network environment, uses spreadsheet, database, word processing and internet applications proficiently. Learns new applications without difficulty and is able to aid others in immediate work area with computerquestions.
Essential Functions:
Develops and maintains processes and systems that support the activities of Cardiovascular Services.
Finds needed data from internal and conventional public sources and uses acquired data effectively
Obtains benchmark data as needed
Efficiently conducts internet searches as identified
Performs analysis with minimal direction, elicits appropriate input identifying statistical tools and techniques that will help better display and show analysis of the data
Approaches problems with systematic and critical thinking; identifies the implications of the analysis and communicates potential impact and offers recommendations/solutions that assist with projects
Continually identifies data that needs to be gathered and improved mechanisms for reporting data
Assists in data tracking and reporting; supports department databases and keeps them current
Assists in tracking department variances
Provides clerical support in a timely and efficient manner.
Communicates effectively with other administrative assistant/support staff throughout the medical center
Shows good judgment in the screening process, getting priority messages to intended parties in a timely manner
Demonstrates resourcefulness in resolving issues or inquiries; does so in an independent manner
Proactively anticipates needs, both defined and undefined, to enhance/improve workflow and effective communication
Demonstrates a well developed ability to effectively communicate with a wide range of people
Organizes and completes assignments independently and in an efficient and timely manner, while maintaining utmost confidentiality
Multi-tasks and works under pressure with many interruptions; completes projects or work tasks successfully and meets time lines
Composes letters, memos and reports, ensuring professional looking, accurate and grammatically correct finished documents
Proofreads documents and makes suggestions for revisions
Maintains complete, easy to retrieve files with information that is readily accessible; regularly updates and deletes files
Ensures mail is distributed in a timely manner; prioritizes mail and routes accordingly
Makes travel arrangements as requested; completes travel vouchers and submits for reimbursement
Keeps space organized, orders supplies as needed, and provides for back-up of materials when gone
Assists with updating Policies & Procedures manual
Maintains meeting schedules and prepares needed materials.
Schedules/coordinates appointments and meetings; maintains accurate calendars
Assists in agenda preparation for meetings; organizes and distributes meeting materials prior to meetings
Attends meetings as needed, taking thorough, concise and accurate notes
Transcribes minutes using the proper format and disseminates minutes to the appropriate parties in a timely manner
Creates flowcharts and reports ensuring a professional look
Assists in preparation of content and look of presentations
Ensures needed equipment and refreshments are available at meetings
Demonstrates technological knowledge
Demonstrates proficiency in computer software and maintains strong knowledge of the latest technology in computer software (including, but not limited to: Power Point, Excel, Word, Access, Publisher, Outlook, Visio)
Serves as a resource to clerical support staff and others on the use of various software functions; provides training and shares knowledge/expertise to others
Develops new skills that improve the quality and efficiency of job duties
Creates professional, creative Power Point presentations for various internal and external audiences
Routinely generates and distributes department reports
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: human.resources@carle.com.
Effective September 20, 2021, the COVID 19 vaccine is required for all new Carle Health team members. Requests for medical or religious exemption will be permitted.