Administrative Asst

Overview

GENERAL SUMMARY

Supports the activities of the Office of Quality and Patient Safety (OQPS). Provides administrative support to the OQPS leadership and Medical Director. Provides administrative support to other directors within the Division of Healthcare Improvement, as requested. Answers calls from complainants and appropriately triages calls from healthcare organizations seeking assistance. Supports ongoing OQPS educational activities for staff, along with various fellowship program rotations within OQPS.

Responsibilities

PRINCIPAL DUTIES AND RESPONSIBILITIES

  1. Provides administrative assistance to OQPS leadership including scheduling of meetings and calls.
  2. Coordinates conference calls with leadership of accredited organizations and OQPS management and staff related to patient safety events. Schedules meeting rooms and makes other arrangements for onsite meetings as needed, such as meal or beverage service. Confirms meetings with participants.
  3. Assists with setting up of technology for any web-based meetings or feedback sessions as requested.
  4. Supports departmental functions including greeting and directing visitors to the area, preparing workstation for new employees and visitors such as military fellows, and making photocopies of requested documents.
  5. Demonstrates knowledge and efficiency to navigate the QMS application along with other supporting Joint Commission electronic information applications, including the ability to interpret appropriate demographic information about accredited and non-accredited healthcare organizations and their many sites of care.
  6. Coordinates and manages the intake of patient safety events submitted through a variety of formats including scanned US mail, email & phone messages received from customer service, media articles, JCIA, SIGInquiries, and other areas within the Enterprise to create an electronic incident case file (QMS application).
  7. Facilitates the daily printing and mailing of correspondence letters.
  8. Assist with running of periodic reports and appropriate follow through, per leadership requests
  9. Adheres to Joint Commission policies when handling patient level data information as highly sensitive in nature and requires special handling of confidential documents, HIPPA requirements and IT security.
  10. Provides specific direction to internal and external callers related to patient safety concerns and how to report while maintaining confidentiality of all HIPPA-related information and assisting callers with an understanding of OQPS and TJC scope of work.
  11. Completes additional projects and assignments as requested, at the direction of the OQPS Medical Director and leadership,
  12. Facilitates all activities pertinent to internal and external educational initiatives including Fellowship activities which include, but not limited to, coordinating time of presentation, audio-visual needs, maintaining ongoing communication with speaker, and keeping management team informed on progress about expected and unexpected developments.
  13. Updates and maintains OQPS dept SharePoint portal and Microsoft Team site.
  14. Updates and maintains standard administration assistant operating procedures/established workflow instructions.
  15. Participates in workgroups for performance improvement within the department and Division as requested by leadership
  16. Provides administrative support to other Division of Healthcare Improvement Directors, as requested.
  17. Receives, opens, and reviews all incoming postal mail. Determines whether certain pieces should be forwarded to other departments and forwards as appropriate. Sends out mail, requesting special handling or services as needed, such as express or special delivery.
  18. Maintains office supply par levels and place orders as needed and requested.


Qualifications

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

  1. Associates Degree of certificate program or equivalent college course work and/or related experience in office setting.
  2. At least 2-3 years of professional experience, education and/or direct work experience with project work, meeting planning, corporate/company logistics, customer service.
  3. Excellent computer skills for Microsoft Office Suite, and other software applications required.
  4. Excellent interpersonal, written and verbal skills required.
  5. Must have high degree of professionalism in communication with all levels within an organization.
  6. Ability to handle stressful, live, public situations with common sense, grace, and a commitment to Joint Commission corporate values.
  7. Must be able to safeguard patient level data, proprietary and highly sensitive information with confidentiality and a high degree of integrity.
  8. Strong self-management skills: ability to function independently and under supervision
  9. Ability to work in teams collaboratively and effectively
  10. Ability to follow standard operating procedures/established workflow instructions effectively
  11. Demonstrated excellent customer management skills.
  12. Demonstrated ability to function well in a fast-paced and challenging environment.


This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. The description is not an exhaustive list of all duties, responsibilities, knowledge, skills and abilities, and working conditions associated with this position. All requirements are subject to possible modification and reasonably accommodate individuals with disabilities.