Job Overview

Employment Type:

Full time

Shift:

Day Shift

Description:

Under general supervision of the Director of MMC-Dyersville, this position supports day-to-day operations of MercyOne Dyersville, Senior Care, and the Dyersville Foundation.  The major responsibilities include arrangement of regulatory meetings, sending out meeting notices, development of meeting agendas in conjunction with director, recording of meeting minutes, development of reports, assisting MercyOne Dyersville Foundation with data entry and support, ordering supplies, and coordination of the MercyOne Dyersville Volunteer Department.  Primarily working with hospital colleagues, physician offices, volunteers, and community members. 

REPORTING RELATIONSHIP:

Reports to the Director of MercyOne Medical Center - Dyersville

ESSENTIAL FUNCTIONS: 

Adheres to the principles of caring and expected behaviors outlined in MercyOne’s Model of Caring and Trinity Health's Code of Conduct, fostering a climate where all customers are treated in a manner consistent with MercyOne’s Mission and Values. Maintains a working knowledge of applicable Federal, State and local laws and regulations, Trinity Health’s Organizational Integrity Program, Standards of Conduct, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior. Demonstrates project management skills; assuming responsibility and initiative for timely completion of complex support activities, including planning, coordination, problem solving and goal execution.  This includes maintaining the registration and organization of employee and community events supporting MercyOne Dyersville, Senior Care, and the Dyersville Foundation. Maintains calendar, schedules appointments without prior clearance, reviews, sorts and prioritizes mail, handles, and prioritizes calls and secures immediate responses or refers when needed, establishes, and maintains complex filing systems for the Director of the Dyersville Hospital and Director of Senior Care. Coordinates hospital regulatory meetings, including but not limited to arranging meetings, development of agendas, recording of minutes, and dissemination of materials as necessary. Cost-effectively monitor and manage office supplies across MercyOne-Dyersville departments through the Peoplesoft system. Maintain responsibility for petty cash for MercyOne Dyersville. Provide clerical support for Senior Care employees including but not limited to: typing monthly rehab sheets, CNA worksheets, resident worksheet and recording of minutes. Liaison for MercyOne Dyersville employee resources including but not limited to Human Resources, Employee Health, and Community Education. Assist with clerical support as needed for the MercyOne Dyersville Dietary/Nutrition Departments. Assist with coverage at Switchboard as requested. Maintain responsibility as the Notary for MercyOne-Dyersville. Assist with special projects and events and provide support to nursing staff and directors in the development of:

Posters/flyer development

Excel (analysis, reporting, data organization, and graph development)

Word documents (multiple formatting functions)

Power Point (development and special formatting)

Providing consultation with complex projects

Responsible for creating and maintaining database for labels and completing the bulk mailing as needed for Foundation, Senior Care and MercyOne. Responsible for depositing donor checks at the bank and then send thank you letters to donors. Assist with clerical as requested by EKLC. Responsible for maintaining room schedules through Resource Scheduler for meetings. Assists for employee functions such as open enrollment, National Hospital Week, and other events to be held in Dyersville. Assist with retirement/farewell parties per policy for eligible associates. Function as the Volunteer Coordinator for MercyOne Dyersville and Senior Care. Assist with alignment of students for mentoring at MercyOne Dyersville. Responsible for sending sympathy cards to associates and sympathies for Senior Care. Assist in clerical for the MercyOne Dyersville Auxiliary and their annual membership drive. Assist with printing of the Senior Care calendars. Responsible for printing clothing labels, importing ID badge for new Senior Care residents. Maintains the hospital scrapbook, i.e. newspaper articles, pictures, etc. Facilitate the biweekly payroll for associate deductions and deposit for the hospital gift shop. Update, type, coordinate, and post new and revised policies and procedures for MercyOne Dyersville and Senior Care. Coordinate/assist in yearly Avera/telehealth reviews. Complete monthly prover chart reviews for ER and inpatient, provider external peer reviews. Organizes and distributes patient satisfaction results for inpatient and ED from Press Ganey. Responsible in coordination with MercyOne marketing team for the MercyOne Dyersville social media platforms. Completes other duties as assigned by the Director of MercyOne-Dyersville.

SKILLS AND ABILITIES REQUIRED:

Knows and adheres to all laws and regulations pertaining to patient health, safety and medical information (i.e. HIPAA, Stark, etc.)  and must have understanding of and ability to maintain confidentiality. Highly self-directed with strong organizational skills; capacity to handle, manage, and prioritize large volumes of complex information and assist others in effective utilization. Adapts readily to frequent interruptions; has excellent multitasking skills and ability to work with several projects in a given day. Must possess a strong emphasis on customer satisfaction and maintains a professional, collaborative work environment and fosters a positive public image for MercyOne. Displays effective communication with a polite, compassionate, caring attitude and demonstrates responsiveness to needs of customers.  Alerts appropriate leaders to issues of concern. Must have intermediate to advanced levels of computer skills in several areas: (Word, PowerPoint, Excel, Outlook, Adobe, Raiser’s Edge or similar database management program).  Certification/demonstrated learning in Microsoft Word products preferred. Must be able to establish a paper and electronic filing system that provides easy retrieval. Ability to be honest, assertive, and diplomatic; particularly when timelines are dependent on others. Clerical skills and ability to effectively utilize written and oral communication. Demonstrates command of executive-level business etiquette. Must be able to type routine office correspondence and statistical data at 80-90 words per minute; use of FAX, copier, printer, multiplex telephone. Must have knowledge of grammar, punctuation, and spelling rules.

Minimum computer competencies include:

• Word Processing: (advanced skills):  Must produce multiple specialized documents of varying formats (outlines, agendas, minutes, business correspondence, policies and procedures, etc.) with speed and accuracy.  Requires command of table development and formatting, complex pagination, mail merge functions, integration of graphics, photos, spreadsheets, PowerPoint slides, and capacity to produce newsletter-quality publications.
• Microsoft Outlook: (advanced skills):  Requires excellent use of email and thorough understanding of electronic etiquette.  Manages individual and several proxy calendars; set up meetings and appointment, establish emailing groups and address books, excellent file transfer skills.
• Excel (advanced skills):  Requires the ability to enter data using standard formats, skills in use of basic formulas or functions (summation, mean, counting), data aggregation and sorting, use of multiple sheets concurrently, formatting, spreadsheet layout and printing.
• PowerPoint (intermediate skills).  Requires development of organizational charts, standard presentation development, production of handouts and well-developed skills in file integration of tables, graphics, text, clip-art, and audio files, with at least an intermediate level of aesthetics and understanding of business and professional quality presentations.
• Adobe (intermediate skills):  Requires command of both Reader and Writer; must be able to produce documents in this format, effectively use file conversions for text, computer graphics and photos, and facility with moving data between *.doc and *.pdf files.
• Informatics (intermediate skills).  Internet usage: Facility with conducting searches, obtaining and integrating information into files; Command of revising and placing new information on Mercy intranet websites.  Thorough understanding of use of scanners, file generation and integration.                     

WORKING CONDITIONS AND PHYSICAL DEMANDS:

Must be able to sit for approximately 6 to 7 hours a day. Occasionally (6-10% of work time) must bend, squat, push and pull. Job requires the occasional (6-10% of work time) carrying or lifting of objects weighing up to 25 lbs. Must adapt to normal office equipment. Must be able to adjust to interruptions. Must be able to see at a near visual acuity level. Must be able to speak. Must be able to hear speech. Must have fine motor skills to grasp and manipulate items. Must adhere to applicable organizational requirements on an annual basis for Employee Health Directives.

MINIMUM EDUCATION, LICENSURE, CERTIFICATION, AND EXPERIENCE REQUIRED:    

High School education required.  Administrative or secretarial training required, associate degree preferred. One to two years secretarial experience preferred but not required based on the candidate’s educational background and training.

Our Commitment to Diversity and Inclusion
 

Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.