Provides high-level administrative support to the Health Division in creating and maintaining clinic schedules, correspondence, reports, and other documents; coordinating meetings; and arranging travel for assigned staff.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Support the organization’s mission and goals, quality standards, and patient-centered medical home philosophy. Embrace KANA’s culture of serving the whole person through our provision of services. Incorporate KANA’s core values of Courtesy, Caring, Respect, Sharing, and Pride in all activities and decisions.
- Uphold KANA’s Code of Ethics by conducting professional activities with honesty, integrity, respect, fairness, and good faith in a manner that reflects positively upon the organization.
- Establish effective interpersonal relationships with staff, management, customers, and visitors. Greet clients and visitors in a courteous and helpful manner. Answer phones, take messages, direct calls, and screen for customer needs.
- Manage assigned department managers’ calendars and independently schedule appointments.
- Compose and prepare confidential correspondence, reports, and other complex documents; independently compose routine correspondence not requiring supervisor's attention.
- Create and maintain provider clinic schedules following set guidelines; ensuring adequate resources are available; input and maintain electronic provider clinic schedules and templates into Electronic Health Systems.
- Coordinate with partner organizations for visiting specialty clinics, prepare clinic schedule in Electronic Health Systems.
- Coordinate Health Division community events as assigned. Prepare and distribute agendas and materials in advance; secure meeting space and required equipment; prepare meeting space including refreshments and IT equipment prior to meetings; ensure meeting space is in order at the conclusion of event.
- Coordinate Clinic Operations events, such as biomedical equipment visits, equipment calibration appointments
- Assist with department special projects as assigned, such as QI projects, mail outs, surveys, flyers, announcements, etc. Work with the department managers and Communication Coordinator to develop and distribute information about
- KANA services specialty clinics, and provider village travel.
- Assist in updating policies and procedures, and preparing training materials for health division staff. Participate in department meetings; prepare and distribute agendas and materials in advance; secure meeting space and required equipment; record and transcribe meeting minutes.
- Manage the reconciliation of department purchase cards in an accurate and timely manner. Edit and approve timecards for employees of the Health Division as assigned.
- Serve as back up for other customer service positions as needed.
Supervisory Responsibilities This job has no supervisory responsibilities.
Requirements
Associate's degree (A. A.) or equivalent from two-year College or technical school and 3 years related experience and/or training; or equivalent combination of education and experience.
