Intermountain Healthcare Administrative Assistant II - Oncology Clinic in Salt Lake City, Utah

Job ID:217479
Greater Salt Lake area

About Us

What does it mean to be a part of Intermountain Healthcare? It means that the quest for clinical excellence is not just a goal, but a given. It means building an environment where physicians and employees can deliver the best in healthcare. And it’s realizing each employee or volunteer is vital to the healing process, because we can only achieve theextraordinary together .

Being a part of Intermountain Healthcare means joining with a world-class team of over 36,000 employees and embarking on a career filled with opportunities, strength, innovation, and fulfillment. Our mission is: Helping people live the healthiest lives possible.

Our patients deserve the best in healthcare, and we deliver.

Job Description

This position provides and oversees a wide variety of clerical and specialized administrative functions generally of a critical or confidential nature for multiple managers / physicians, multiple departments, multiple sites, or multiple functions and may be assigned administrative / support related projects that are moderate in scope and complexity. This role is assigned to those with a primary responsibility to provide administrative support such as preparing and composing correspondence, memoranda, reports, etc. Screens telephone calls, receives and directs visitors, resolves routine inquiries, schedules and maintains calendar of appointments and schedules, sets up meetings and travel itineraries and coordinates related arrangements, prepares and distributes minutes of meetings, and operates a personal computer and appropriate software to create documents, presentations, etc. May assist in department programs, projects, and processes.

Essential Job Duties

The Administrative Assistant II performs a majority of the following job essentials:

  • 1. Performs a variety of clerical functions, assisting management in planning, organizing, implementing, and accomplishing department day-to-day functions and goals. Makes interpretations and recommendations. May develop appropriate methods to handle information.
  • 2. Greets customers, receives and screens incoming calls, answers routine inquiries, and routes calls to appropriate individual in a courteous and efficient manner.
  • 3. Distributes, educates, and explains processes and paperwork to patients and/or customers. Responds to requests for information and appropriately releases information based on policy, ensuring customer requests and work assignments are prioritized and completed correctly and efficiently.
  • 4. Collects information, compiles data from one or more sources, searches and investigates information, and makes and checks routine calculations for specified forms, report formats, presentations, or other documents requiring specific knowledge of functional operations. Proof-reads and completes documents, checking for accuracy. Coordinates collection and preparation of operating reports.
  • 5. Enters data and manages information in a database. Maintains complex files and records. Maintains and updates department resources and tools such as employee lists, referral lists, phone lists, organizational charts, or other department information.
  • 6. May assist in financial or budget information or preparation. Prepares analyses of information or data.
  • 7. Types memos, correspondence, forms, reports, and other documents from rough drafts using professional business writing standards. May prepare first draft.
  • 8. Prepares, sends, sorts, and distributes mail.
  • 9. Utilizes and provides basic maintenance for all office equipment including computers, scanners, phones, fax machines, printers and copiers. Ensures the office equipment and facility / work area is in proper working condition. Contacts the appropriate service provider (i.e. housekeeping, computer support or office equipment vendor) to resolve any issues that arise. Coordinates regular maintenance as needed.
  • 10. Prioritizes and manages leaders' calendars to ensure business objectives are met. Schedules and confirms appointments, meetings, and travel arrangements. Uses judgment in matters affecting supervisor's calendar.
  • 11. Provides support for meetings including preparing agendas, reserving rooms, sending appointments, coordinating catering, recording and distributing minutes. Sets up and trouble shoots phone, video, and web conferencing effectively.
  • 12. Orders, stocks, monitors, and maintains adequate office and other supply inventory levels.
  • 13. Independently investigates assigned problems, determining method of research, data and information requirements as well as analysis techniques.
  • 14. Tactfully handles difficult situations with staff and customers while remaining positive and professional. When needed, escalates issues to the appropriate staff member.
  • 15. May provide medical transcription for clinical staff. Transcribes medical reports.
  • 16. May act as a timekeeper and ensures timely and accurate submission of payroll information.
  • 17. May complete accounts payable, billing, and purchasing processes according to policy.
  • 18. May screen and interview job applicants, and orient new employees.

Posting Specifics

  • Entry Rate: $17.37
  • Benefits Eligible: Yes
  • Shift Details: M-F (Option for 4 10's or 5 days per week) Needs to be in office until 4:30 or 5:00 with eithe schedule
  • Department: Oncology Clinic

Minimum Requirements

  • Two years of experience using advanced computer skills. Examples are complex formatting, mail merge, formulas, creating charts and graphs, data manipulation, creating and running reports, creating presentations, and using multimedia content.
  • Two years of experience working in an office setting, working in a clerical position with keyboarding and data entry responsibilities, or working in customer service.
  • Experience coordinating projects
  • Demonstrated interpersonal verbal and written communication skills including being proficient in spelling, punctuation, grammar, and other English language skills.
  • Demonstrated basic math skills.

Physical Requirements

  • Interact with others requiring employee to verbally communicate as well as hear and understand spoken information.
  • Operate computers, telephones, office equipment, including manipulating paper requiring the ability to move fingers and hands.
  • See and read computer monitors and documents.
  • Remain sitting or standing for long periods of time to perform work on a computer, telephone, or other equipment.

Preferred Requirements

  • Post high school education such as college courses or trade school courses with business or computer subject matter
  • Experience with leadership responsibilities. Examples include providing training to others on their job duties, coordinating the work of others, coordinating projects, acting as a team lead, and directly supervising others.
  • Experience working in a healthcare setting
  • Medical terminology experience
  • Three years of experience with medical transcription

Please Note

All positions subject to close without notice. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Additional Details:

Working Hours 40

Primary Work Location Primary Children's Hospital

Expertise Clerical / Secretarial / Business Office Support

Job Type Full Time

Location US-UT-Salt Lake City