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Alive Hospice

Administrative Assistant

Alive Hospice

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Job Summary

Alive provides its team members the ability to combine passion for healthcare and love of community in ways that impacts us all. Come serve with us!

The Administrative Assistant provides administrative, clerical and technical support to the Executive Services Department. The Administrative Assistant will also provide support to other departments as directed by the Executive Office Manager (EOM).

Job Responsibilities

This role supports two areas of service in the organization.

In support of MEDICAL SERVICES:

1. Produce reports, correspondence and documents including but not limited to:

a. Prepare Purchase Orders every Monday for payment of rounding physicians’ weekend coverage at inpatient units, association membership fees and Tennessee professional privilege tax fees for physicians and other miscellaneous expenses.

b. Track performance evaluation due dates for Executives’ direct reports and gather all necessary documentations (from intranet and Healthstream) as directed by the EOM.

c. Update contact information for full-time physicians and rounding physicians in scheduling software.

2. Scheduling:

a.  Assist Chief Medical Officer (CMO)/Sr. Medical Director with On Call schedules for physicians, and weekend rounding physicians. b. Assist Sr. Director of Advance Practice Providers & Palliative Care with NP schedules for Palliative Care program.

c.  Schedule medical students to round at inpatient units and/or ridealongs with home care staff.

d. Maintains the schedule of the CMO and support other Executives as directed by the EOM.

e. Book meeting rooms on agency’s outlook calendar as needed.

f. Set up meeting rooms.

g. Place catering/food orders for meetings as needed.

3. Develop meeting agenda, take minutes and track action items for the following meetings:

a.   Medical Services Department.

b.   Internal Ethics Committee

c.  Pharmacy & Therapeutics Team Meeting

d.   Other meetings may be assigned

4. Assist Medical Services Department with any other tasks

5. Serve as back up for the Health Information Management Coordinator in her absence and process death certificates.

In support of COMMUNITY DEVELOPMENT:

1.    Receive and record/file all gift documents and copies of daily deposits, including credit card donations.

2.   Under the supervision of the Annual Giving Manager, responsible for the daily, monthly and annual “tie out” of donations with the Finance Department.

3.   Prepare and fulfill all acknowledgments for all donations including year-end letters (with volunteer support).

4.   Maintain files relating to donors, donor prospects, receipts and acknowledgements.

5. Maintain consistency in methods of reporting:

a. Track activities in Raiser’s Edge

b.  Produce documents in MS Word and Excel

6.   Develop and maintain strong familiarity with agency programs and services.

7.   Maintain mailing lists and perform database maintenance in Raiser’s Edge.

8.   Assist with special events and projects of the Community Development Department.

9.   Oversee the work of any volunteer(s) assigned to assist with any of the above tasks.

10.   Responsible for daily mail run.

Qualifications

EDUCATION and/or EXPERIENCE

Associate’s degree (A. A.) or equivalent from two-year college or technical school; and minimum of 4 year’s related experience and/or training; or equivalent combination of education and experience. Proficient in Microsoft Office Suite is required.

Experience in public relations. Excellent written and oral communication skills. Strong word processing skills.

Communication and Relationship Skills: Exemplifies high level of written oral and listening communication skills, always respecting patient confidentiality.

Agency Policy and Philosophy: Communicates and supports agency mission and values in all professional interactions.

Continuing Education: Seeks to improve knowledge and skills relative to performance of job and personal growth.

Quality and Performance Improvement: Participates in new and continuing programs designed to monitor and improve quality and performance relevant to the mission and philosophy of Alive Hospice, Inc.

Teamwork: Functions consistently and collaboratively as an integral part of the multiple teams

(committees, etc.) bringing experience and education to contribute to optimal team functions and outcomes.

Ethics: Demonstrates a high level of work, personal and professional ethics.

Additional Information

Benefits

Alive offers a full benefit package including health, dental and vision coverage, a retirement plan to which Alive will match your contribution up to 3% at rate of 0.5, a team-centered environment and ongoing education and professional development.

How to Apply

Apply directly here or go to alivehospice.org/careers.

Details

  • Date Posted: January 10, 2022
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Health (Physical, Mental)
  • Start Date: 02/21/2022
  • Working Hours: M-F 8:00 am - 5:00 pm