Administrative Assistant - Medical Group

Phelps Health is a 2000-employee-strong hospital and healthcare system serving the heart of small-town Missouri.

No matter where you start with us, we’re committed to taking our team to the top. If you’re ready for the challenge of providing life-saving care or supporting those who do, read on to find your fit in the Phelps Health family.

General Summary

• The Administrative Assistant provides direct administrative support to the Associate Vice President (AVP) of Medical Group Operations and performs administrative and clerical work for the medical group; representing the AVP to others.

Essential Duties and Responsibilities

• Completes required forms for travel reimbursement, check requests and submits to accounting. Processes invoices and sends to Materials Management.
• Types correspondence; transmits facsimiles as requested; prepares and distributes reports; take minutes, documents, files, copies as requested. Receives, prioritizes and distributes mail.
• Maintains AVP’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Serves as liaison between other departments and Medical Group Administration (i.e. Human Resources, Accounting, Materiel Management) as well as outside entities.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintains professional and prompt communication with providers and provider needs. Maintains customer confidence and protects operations by keeping information confidential.
• Maintains National Health Service Corp (NHSC) Site certifications and assists providers with application process.
• Works collaboratively with internal stakeholders to develop comprehensive provider and staff New Employee Orientation (NEO) and onboarding schedules.
• Facilitates communication throughout the medical group and ensures all applicable databases, directories, staff rosters and email distribution lists are up to date.
• Assists AVP and other medical group leaders with data tracking and reporting as well as other special projects.
• Acts as a liaison with outside organizations, such as after hours call service, professional associations, and other organizations as appropriate.
• Facilitates fiscal transactions by maintaining appropriate cash on hand.
• Other duties as assigned

Education

• High school diploma or equivalent required. Associates degree in a secretarial or business field preferred.

Work Experience

• Experience in an office setting required. Excellent written and oral communication skills; an orientation toward detail; and ability to multi-task. Office skills must include typing, filing, document production and creation of spread sheets required.

Certification/License

• Valid Missouri Driver’s License is required.

Mental/Physical Requirements

• Considerable mental concentration required to complete largely variable duties. Must be able to manage multiple tasks and deadlines with frequent interruptions. Standing, sitting, and walking required. Light lifting up to 15 lbs. required.

Working Conditions

• Typical medical office and hospital setting. Interaction with clinic staff, other departments, vendors, providers, patients and families.

At Phelps Health, we think we have a better team, benefits, and opportunities for growth than anyone else around, and we invite you to see for yourself! Apply now to join us on our mission in health care.