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OPEN POSITION: Administrative Assistant to Nursing and Clinic Directors
CLASSIFICATION: Full-Time, Non-Exempt (SCA)
POSTING PERIOD: February 1, 2023 – Until Filled
POSITION SUMMARY This position provides administrative support to the Nursing Director (ND), and the Clinic Director (CD) at the HPMC Occupational Medical Services (HPMC OMS) clinic. Additionally, this position will provide support to departments ND, AND & CD oversees.
Responsibilities include, but are not limited to:
1. 1. Performs administrative and secretarial functions, including managing the electronic calendar for the ND and CD.
2. Coordinates the Registered Nurses (RN) schedule. Serves as recorder for ND and CD meetings, schedules meetings, prepares agendas, records meeting minutes and prepares any associated handouts.
3. Tracks Continuing Nursing Education (CNE) hours, training schedules for RNs, certifications as required to ensure currency.
4. Coordinates and manages the annual mobile flu clinic for Hanford employees.
5. Assists the Medical Inventory Specialist in overseeing medical inventory.
6. Coordinates approval, travel expense reports and documentation for the ND and CD or other managers as directed.
7. Coordinates and responsible for new hire training schedule and completion of training documents
8. Prepares and updates policies and procedures for manager approval.
9. Maintains and orders medical forms as requested.
10. Composes/types letters, memos, reports, and documents.
11. Organizes and maintains office files, orders and inventories.
12. Processes procurement requests to the areas under responsibility of the office of the ND and CD.
13. Provides written and verbal communication for both internal and external project needs.
14. Tracks leave requests and uploads as appropriate to SharePoint calendars.
15. Process subscription renewals, membership, and license renewals as needed.
16. Provides technical editing services for all functional areas.
17. Provides project coordination support for the ND and CD and various project teams as assigned.
18. Creates PowerPoint presentations for the ND and CD and various project teams as assigned.
19. Supports other functional areas with general back up secretarial functions as needed.
20. Adheres to and fosters acceptable health and safety practices.
21. May fill in for the Site Occupational Medical Director (SOMD) Administrative Assistant and Senior Executive Assistant to the Program Manager for vacations and other absences.
22. Generates standard and non-standard reports as assigned.
23. Adheres to all company policies and procedures.
24. Performs other related duties as assigned.
ESSENTIAL SKILLS & EXPERIENCE:
To perform this job successfully, an individual must have the minimum educational credentials from an accredited school, college or university and be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required.
11. High school diploma or GED equivalent.
2. Must have a minimum of 5 years’ experience directly supporting a key executive management position.
3. All correspondence should be prepared with little to no inaccuracies in document content based on draft or other material submitted. Grammar, spelling, etc. is expected to be at 100% accuracy.
4. Ability to appropriately maintain private and confidential information. This is a position of trust; employee will have access to business sensitive and personnel sensitive information as well as confidential health information.
5. High degree of sensitivity to management level issues and concerns in order to effectively reflect the ND instructions to others.
6. Demonstrated competencies in dealing with people effectively and in written and oral communication are qualifying characteristics for this position.
7. Knowledge and experience in MS office tools including Word, Excel, PowerPoint, and Outlook. Proficiency in SharePoint and Visio preferred.
8. Knowledge and experience in the secretarial and administrative management fields in order to provide highly skilled office management.
9. Knowledge, ability and interpersonal skills adequate to demonstrate and directly interface with other administrative staff.
10. High degree of willingness to provide service to customers and to maintain decorum in the office of Clinical Operations. Effective oral communication skills adequate to develop rapport with staff, customers, and potential clients.
11. Ability to set and manage priorities, meet established commitments and adapt to change.
12. Position requires little supervision.
13. Knowledgeable about activities and anticipate upcoming actions.
14. Recording of content (i.e.,” minutes”) associated with assigned meetings is a critical performance standard and requires a high degree of accuracy for content and substance.
15. Employee should be fully capable and proficient in computer functions and use of standard business software including database and spreadsheet development, word processing, and maintaining calendars and scheduling.
16. Medical Background Preferred.
SUPERVISION RECEIVED: This position reports to the Nursing Director, Assistant Nursing Director and Clinic Director.
SUPERVISION EXERCISED: This position does not directly supervise any employees.
TYPICAL PHYSICAL DEMANDS & WORK ENVIRONMENT: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Physical demands: While performing the duties of this job, the employee may be required to walk, sit or stand for extended periods of time; reach with hands and arms; balance; stoop; talk or hear; have sufficient manual dexterity to operate a keyboard, calculator, telephone and other such office equipment as necessary; may occasionally move and/or lift up to 50 pounds. Specific visual abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Mental limitations: Clear and conceptual thinking ability; excellent judgment, troubleshooting, problem solving, analysis, and discretion; ability to handle work-related stress; ability to handle multiple priorities simultaneously; and ability to meet deadlines. Must be mentally adaptable and flexible in dealing with a variety of people and able to answer questions and provide guidance in a professional and friendly manner.
- Work environment: Work will mainly be performed at the HPMC Occupational Medical Services Clinic and will involve frequent contact with other HPMC and project employees, customers, clients, representatives and vendors; work may be stressful at times; interaction with others is frequent and may be interruptive; may occasionally work hours outside of typical work schedule to accommodate needs; opportunities for local travel may occur; the noise level in the work environment is usually minimal.
- Although this position is open until filled, qualified applicants who apply before February 15, 2023 will be given first consideration.
- This contractor and subcontractor shall abide by the requirements of 41 CFR §§ 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans and individuals with disabilities. Women, Minorities, Veterans, and Individuals with Disabilities are encouraged to apply. We are an Affirmative Action and Equal Opportunity Employer. HPM Corporation is a VEVRAA Federal Contractor
Women, Minorities, Veterans, and Individuals with Disabilities are encouraged to apply. We are an Affirmative Action and Equal Opportunity employer. HPM Corporation is an equal opportunity employer and federal contractor or subcontractor. Consequently, the parties agree that, as applicable, they will abide by the requirements of 41 CFR 60-1.4(a), 41 CFR 60-300.5(a) and 41 CFR 60- 741.5(a) and that these laws are incorporated herein by reference. These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. These regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability. The parties also agree that, as applicable, they will abide by the requirements of Executive Order 13496 (29 CFR Part 471, Appendix A to Subpart A), relating to the notice of employee rights under federal labor laws.
Job Type: Full-time
Pay: $31.67 – $31.68 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Schedule:
- Monday to Friday
Work Location: One location
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