Administrative Assistant, UofL Hospital (acute care), 8a-5p

Job description

Primary Location: UofL Hospital Address: 530 S Jackson St Louisville, KY 40202 Shift: First Shift (United States of America) Job Description Summary: UofL Health is a fully integrated regional academic health system with five hospitals, four medical centers, nearly 200 physician practice locations, more than 700 providers, the Frazier Rehab Institute and Brown Cancer Center. With more than 12,000 team members—physicians, surgeons, nurses, pharmacists and other highly skilled health care professionals—UofL Health is focused on one mission: delivering patient-centered care to each and every patient each and every day. Job Description: The administrative assistant performs routine clerical and reception duties, coordinates meetings and appointments, keeps office areas stocked and equipment in working order. They are responsible for ensuring smooth operations on a day-to-day basis for assigned area. Assists with departmental and hospital-wide meetings, including minutes, as needed. May be responsible for time and attendance records and personnel files. May also monitor or maintain budget and grant information, analyze department needs and forecast expenditures. May assist in program recruitment activities. Essential Functions: Answer phones, greet appointments or visitors Maintains schedule of meetings and appointments Prepares expense reports, reconciling charges with receipts, ensuring that they meet UofL Health policy requirements Provides Clerical Support which may include, composing routine correspondence and documents for signatures/approvals by others as requested and/or finalize correspondence and document drafts by others, maintaining adequate office supplies, copying, filing and distributing documents, sorting mail and faxing documents Schedules meetings, compile agendas and background materials, takes minutes, and ensures that meeting assignments are complete on schedule; coordinates use of office and conference rooms by scheduling users and, if required, ordering A/V equipment and catering; ensures that all conference rooms are clean and ready May be responsible for accurate entries in the hospital application regarding time, attendance and payroll including: Attendance, call-ins and corrections and exception tracking (tardies, badge errors, etc.) handling validation issues Other Functions: Prepares spreadsheets and PowerPoint presentations Update monthly calendars with physician or director activities Assists with maintaining departmental unit specific policies/procedures and schedules of updates: formats and enters approved department policies on line If applicable, ensures bonus charge or on-call is reported for employees, as needed and demonstrates understanding of activity codes and pay codes and how they affect the balancing grid for staffing coverage and is responsible for Editor sign-off of payroll prior to the cutoff time for the pay period Maintains compliance with all company policies, procedures and standards of conduct Complies with HIPAA privacy and security requirements to maintain confidentiality at all times Performs other duties as assigned Additional Job Description: Education: High school diploma or GED/ equivalent (required) Bachelor’s degree in any field/discipline (preferred) Experience: Three (3) years of recent administrative or clerical experience (preferred)