Category:

Professional

City:

Bolivar

State:

Tennessee

Shift:

0 - Day (United States of America)

Job Description Summary:

Responsible for providing general administrative support for CEO and CNO and supporting healthcare system operations. Responsible for assigned scheduled hours on a full time basis. Responsible for planning, organizing, developing, coordinating, and managing the operations of Materials Management Department and for procuring and controlling all supplies and equipment, except food and drugs. Under the direct supervision of the CEO. Employee is subject OT call back and overtime as required by hospital.

ESSENTIAL JOB FUNCTIONS:

Performs technical and complex administrative duties involving the use of independent judgment and an understanding of hospital functions and procedures. Receives and screens incoming calls and visitors, employees and physicians for hospital administration.  Responds to patient/family complaints in an appropriate manner forwarding concerns to appropriate CEO, department directors, risk manager and/or Vice President. Receives sorts and reviews internal and external correspondence for CEO. Prepares documents as required such as letters, reports, purchase orders, check requests. Distributes and follows up appropriately to ensure completion. Makes travel arrangements and submits appropriate paperwork for expense reimbursement. Maintains calendar for CEO; schedules and coordinates meetings as needed.   Keeps participants informed, confirming dates and times. Prepares agendas and resources as needed for attendees.  Schedules Nurses’ Conference Room and Home Health Conference Room as needed. Receives handles and stores confidential information pertaining to the health care system and/or assigned departments.  Maintains confidential files and documents for the CEO. Updates electronic files, manuals, and other record keeping systems. Familiarizes self with policies and protocols, including contract, finance, accounting, and information systems and human resources requirements. Serves as a liaison between the department staff and the CEO in passing on and receiving information using critical thinking and judgment to prioritize urgent needs. Attends meetings as directed recording, transcribing and distributing minutes.  Maintains committee records. Assist in the preparation of departmental reports by gathering information from directors, other departments and stakeholders. Operates and trouble shoots issues with standard office machines and equipment including computers, printers, copiers, communication devices and fax machines. Presents self in a professional manner. Acts as a resource for other staff within the hospital and health care system. Assists in special projects as assigned by CEO. Develops and receives quotations for supplies, equipment and services.  Monitors the hospital capital equipment budget, maintains log of approved items, and approves purchases.  Monitors and authorizes Purchase Requisitions prior to purchase, checks invoices and departmental requisitions on received items for correct accounting data Develops and approves systems for inventory control.  Responsible for improving storage arrangements, utilizing knowledge of hospital store keepings.  Reviews department operations and procedures for cost effectiveness and initiates changes as needed.  Develops and implements departmental policies and procedures. Interviews, hires, trains, evaluates performance, counsels, and disciplines, approves promotions and transfers and makes recommendations for salary increases and discharge of all department personnel. Develops and implements departmental annual budget, monitors expenditures, and authorizes purchases. Orders necessary medical and office supplies daily. Receives general and medical supplies and equipment. Inspects items for damage or defects, spoilage, torn wrappings, scratches or breakage.  Verifies accuracy of shipment by verifying code numbers with information from the packing slips.  Records or reports discrepancies or damage in shipment dates and signs receiving copy. After materials are received and necessary paperwork on purchase order receiving copy is complete, corresponding information such as date received and quantity received or discrepancy must be marked on purchase order.  Supplies are received through the computer system.  The quantity and price are entered into the computers inventory program to maintain a perpetual inventory. Resolves receiving and vendor invoice discrepancies. Follow up on all back ordered material. Consults with department managers regarding product availability and researches alternative services. Ensures all departments are appropriately stocked on a daily basis. Responsible for end of month statistical reporting and taking periodic inventories.  Coordinates and assists in maintain a clean, orderly, and safe environment in department. Contributes to a positive work climate and the overall team effort of the department    Performs related responsibilities as required or directed. Plans and schedules services of department within budget as approved by CEO, establishes standards and work methods; takes steps to assure quality and quantity of performance, and evaluates results.  Establishes work schedules and assignments. Keeps informed of new methods, equipment, supplies, etc. and establishes plans for improving department to accomplish work with efficiency and economy. Communicates policies and procedures, discusses job problems with employees and encourages development of habits and attitudes for improved performance and good employees’ attitudes. Maintains working relationships with staff of other departments and coordinates work to facilitate over-all interdepartmental operations Serves on hospitals committees including safety.

JOB SPECIFICATIONS:

EDUCATION:

Skill and proficiency in composition, communication, preparation of reports and written materials, and ability to perform mathematical calculations as normally acquired through two years of post-secondary education, vocational training, or equivalent experience.Skill and proficiency in the principles, concepts, and techniques of business management.  Exhibits skills needed for working around adult, geriatric, adolescent, pediatric and newborn patients including, but not limited to the following:  conversing appropriately with each age group and offering appropriate explanations of work in progress.

LICENSURE, REGISTRATION, CERTIFICATION:

N/A

EXPERIENCE:

Ability to manage and prioritize daily office activities, knowledge of office procedures and equipment as normally acquired through prior office experience of at least 3-5 years.Knowledge of hospital and department policy and procedures, medical terminology, and basic record keeping.Knowledge of hospital inventory control, vendors, hospital accounting system. Proficiency in negotiation of contracts, cost control, evaluation of products as normally acquired though 5 years of experience in Purchasing in healthcare or related field.

KNOWLEDGE, SKILLS AND ABILITIES:

Ability to type 45 words per minute accurately, use of computer, copy machine, calculator, fax machine and use Dictaphone equipment.Intermediate abilities in the use of Microsoft Word, Excel and PowerPoint preferred.

NONDISCRIMINATION NOTICE STATEMENT

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, disability, religion, national origin, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law.