Administrative Assistant II

Under the direction of the Market Director of Care Management, the Administrative Assistant works as an integral member of the Care management Team in providing administrative, clinical, and secretarial support services for the Care Management Department and Director. Displays professional, safe conduct in all interactions. Maintains positive working relationships with staff, physicians, peers, internal and  external customers. Displays conduct in support of CHI St. Luke’s Health Memorial Mission & Vision.

Position Responsibilities:

1. Coordinates time keeping functions for Care Management employees throughout the system, ensuring accurate and timely processing of payroll transactions.  
2. Maintains records and databases accurately.  
3. Communicate with customers both internal and external in a professional manner to provide information, resolve problems.
4. Provide support for the staff by fielding phone calls, faxes, scheduling and keeping records.
5. Initiate and complete forms which include work orders, purchase requisitions  deposits, invoices, online supply orders, conference/travel claims, mileage claims, time sheets, and other related forms.
6. Research information using a variety of resources, and provides follow-up reports. 
7. Responsible for scheduling and maintaining calendar, appointments and meetings for Director/staff, and keeping accurate record of department activities.
8. Order supplies and equipment for department or unit insuring adequate levels are maintained.
9. Coordinate and organize conferences, workshops, in services or meetings including coordinating all calendars, arranging for rooms, setup, and refreshments, procuring and arranging for delivery of equipment and materials needed, coordinating registration, preparing and providing invitations/flyers.
10. Maintain an effective communication link between department or unit and those contacted during the normal course of duties; initiates, receives, and reroutes phone calls.
11. Assists and advises customers, including researching customer inquiries. 
12. Generates departmental statistics and submits to rehabilitation leadership and finance monthly.
13. Greets the public professionally and demonstrates a thorough knowledge of hospital departments and activities in order to accurately route calls and visitors.
14. Provides polite, professional service; tactfully determines the nature and urgency of business and refers to the appropriate person, as needed.
15. Complies with and develops efficient and creative ways to maintain departmental productivity standards.
16. Demonstrates tact and professionalism in working and communicating with patients/families, physicians, other members of the rehabilitation team, and other employees of the healthcare system.
17. As a member of the Care Management Team, ensures that the patient/family is satisfied with the  services provided and remains proactive with any issues that arise, ensuring issue is addressed and resolved promptly. 
18. Adheres to CHI St. Luke’s Health Memorial policies, including but not limited to “CHI Values & Ethics at Work”, HIPPA, PHI, ePHI, Privacy Rule, and confidentiality. 

Education Required

HS/GED

Licensure Required

None

Work Experience Required

None

Preferred

6 months of experience in health care field

St. Luke's Health - Memorial Hospital in Lufkin, TX, paves the way for quality innovative health care in East Texas. With hospitals in Lufkin, Livingston, and San Augustine, St. Luke’s Health provides more than a quarter of a million patient services each year. Our facility is a collaboration between St. Luke’s Health and a team of specialized physicians focused on General and Interventional Cardiology, Sports Medicine, and Orthopedics, including Total Joint Replacement and Spine Care.

CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health. With more than 700 care sites across the U.S. & from clinics and hospitals to home-based care and virtual care services CommonSpirit is accessible to nearly one out of every four U.S. residents. Our world needs compassion like never before. Our communities need caring and our families need protection. With our combined resources CommonSpirit is committed to building healthy communities advocating for those who are poor and vulnerable and innovating how and where healing can happen both inside our hospitals and out in the community.

We offer the following benefits to support you and your family:

• Health/Dental/Vision Insurance
• Flexible spending accounts
• Paid Time Off (PTO) 
• Tuition Assistance for career growth and development
• Matching Retirement Programs 
• Wellness Programs