ADMINISTRATIVE ASSISTANT

SEARHC is a non-profit health consortium which serves the health interests of the residents of Southeast Alaska. We see our employees as our strongest assets. It is our priority to further their development and our organization by aiding in their professional advancement.

Working at SEARHC is more than a job, it’s a fulfilling career. We offer generous benefits, including retirement, paid time off, paid parental leave, health, dental, and vision benefits, life insurance and long and short-term disability, and more.

Primarily provides administrative support to the SEARHC System Director of Specialty Services as well as the specialty providers and managers. Supports the work of the Specialty Care Teams throughout SEARHC with the System Director. Our goal is to provide the best healthcare displaying service, professionalism, and compassion.

This position requires excellent communication and prioritization skills. Flexibility is needed as priorities can change quickly. Confidentiality and professionalism are extremely important.

Duty/Responsibility #1 SEARHC System Director of Specialty Services support (60%)

Provides comprehensive administrative support for the System Director of Specialty Services including management of schedules, coordination of meetings and support of any projects or initiatives. Reviews emails and assists with correspondence in a timely manner, prioritizing requests for meetings. Assists in maintaining appointment calendars based on knowledge of existing and anticipated commitments, areas of concern or interest and importance of requested appointments.  Arranges for staff and special meetings which includes reserving rooms, notifying participants of time/place/subject, arranges for necessary equipment, food and other needs. Attends both administrative and medical staff meetings, taking meeting minutes, summary notes and prepares reports.  Assists in document management, and may be responsible in assisting with policies, drafts, letters and other correspondence. Makes and manages travel arrangements and accommodations, coordinates any last-minute changes in travel plans. At such time when a Medical Director of Specialty Services is selected, this position will provide the same support for that individual.

Assists as needed with maintaining CME program for SEARHC providers with collaboration of ANTHC and Swedish providers and their accreditation programs to receive continuing education credits. This may require scheduling, completion of required paperwork and annual assessment of needs.

Duty/Responsibility #2 Specialty Administrative Support (30%):        

Assists in planning specialty services and medical department meetings by collecting agenda items, scheduling guests, and keeping minutes. Coordinates lunch and meeting rooms for all medical/nursing department events such as CME and other meetings. Maintains provider phone number list as well as clinic directory. Maintains an updated procedure list for providers. May schedule/coordinate new provider and resident orientation at appropriate care location. Coordinates travel and lodging for provider applicants, residents and locums. Maintains the database of residents and medical students rotating through Specialty service clinics.

Duty/Responsibility #3 Other Duties (10%):

Assists clinic wide in ordering supplies and equipment in Lawson. Works with the Medical Staff Office as needed to ensure timely completion of credentialing and privileging of SEARHC providers, residents, and students.

Education/Experience

• High school diploma; college courses or degree preferred.
• 3-5 years of office experience; knowledge, understanding and documented experience with use of Microsoft office package/Word processing; ability to type at least 40 WPM.
• Medical office experience preferred.
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Knowledge, Skills & Abilities:

• Knowledge and documented experience with Word processing and Microsoft Office package.
• Ability to type 40 WPM.
• Ability to work independently in a fast-paced office, which could be stressful at times due to the nature of the department.
• Strong communication and analytical skills, both written and oral.Excellent interpersonal and personal relations.
• Strong computer skills that may include use of Microsoft Office programs, Nuance pdfs, Lucid Visio and the internet.
• Ability to provide a team environment and patient centered approach to service.
• Ability to maintain confidentiality.
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