Chesapeake Regional Healthcare · 2 days ago
Admin Asst - Dept Head
Chesapeake, VA
Full-time
Onsite
Mid Level
3+ years expChesapeake Regional Healthcare is seeking an Administrative Assistant for the Department Head position. The role involves providing administrative support, managing correspondence, and ensuring efficient departmental operations.
Health CareHospitalMedical
Responsibilities
Type correspondences, reports, policies and procedures, and other documents to ensure the department is always current, responsive, and compliant with its scheduled and emergent obligations
Distribute typed materials within 2-4 days, or as requested; ensure the finished copy is neat, in good form, and contains no spelling or typographical errors
Exercise good personal judgment to set priorities for assignments/projects
Maintain confidentiality in sensitive situations within and outside of the department at all times
Type dictation transcriptions from tapes or rough notes by the time/date specified
Make and distribute copies as requested
Compose correspondences, when applicable, on own initiative and as requested
Type policies and procedures, make copies, and distribute them to all appropriate parties in a timely fashion
Follow through to ensure revised policies are approved by the manager/CEO
Support meetings to ensure they are a productive and efficient use of attendees' time
Type meeting agendas, notices, materials, and minutes for staff meetings
Send meeting notices and minutes to Committee members and staff
For staff meetings, send out agenda 1 week prior
Create and bind meeting materials three (3) days before each meeting, or as requested
Submit minute drafts to the appropriate staff person within 2-4 days of the meeting
Provides administrative support to the Department on a daily basis
Answer telephone within 3-4 rings, and in a polite, professional manner between the hours of 7:30 A.M. and 4:00 P.M., Monday through Friday
Promptly and appropriately follow-up as needed
Written telephone messages are to be delivered promptly, and include caller's name, date and time of call, phone number, and message
Submit work orders and notify Facilities supervisors and Mechanics of emergent issues using both phone and radio communication
Tactfully screen calls and handle messages according to the degree of urgency implied or stated
Always maintain discretion/confidentiality of sensitive information
Assist supervisors in a variety of administrative matters, i.e. personnel actions, resolving payroll issues, staffing surveys, blood drives, United Way, etc
Manage all departmental mail
Open mail and distribute to the appropriate person or department
Call the Director's attention to important matters within 2-3 hours of receipt
Personally deliver highly confidential materials and urgent items to the specified recipients
Maintain appointment calendar for hospital automobiles, ensuring that cars are used to the maximum and accommodate the majority of employees
Inventory the gasoline credit card usage to ensure the card is used minimally, but is available when needed
Check the charges against the bill to make sure the correct billing occurs with no abuse
Schedule hospital vehicles for service, inspection, and needed repairs
CRMC’s contact with the Virginia Department of Motor Vehicles
Maintain a list of employees driving Chesapeake Regional Medical Center cars, and work with insurance company to ensure proper insurance coverage
If insurance company reports an employee has more than 8 minus points, notify supervisors to remove employee from a driving position
Update Recall list, departmental address, birthday and phone list
File material in the appropriate files within 3 days for prompt retrieval
Prepare work orders, check requests, purchase requests, and other forms within 1-2 days of request, with no errors, and forward same to appropriate department for processing
Copies are pended to assure follow-through
Order copy paper for copiers and fax machines and other office supplies (PRN)
Process payroll accurately and in a timely manner
Alternate Business Systems Administrator (BSA). Develops Requests for Service (RFS). Tracks repair requests and assures follow-through
Coordinate schedule for Director of Facilities and Construction
Schedule, cancel, and reschedule appointments, as needed, without error and giving adequate notice to those involved
Exercise excellent judgment to prevent time loss and meeting conflicts
Meet with the Director regularly to review issues relating to priority activities
Make travel arrangements and hotel reservations as requested
Prepare and process necessary paperwork in a timely manner, without error
Maintain Department Management Information System:
Collect financial and productivity data from accounting and payroll reports, utility invoices, and other sources, then convert the data to the proper units and develop visualizations (charts, graphs, etc.) to depict monthly and annual performance trends
Perform Ad Hoc studies to determine the cause of performance anomalies and/or the effectiveness of new programs
Provide current graphs, charts and tables to the Director, VP, and Operations Manager to facilitate discussions and analysis of department's performance
Maintain current dashboard indicators to quickly identify areas of concern
Analyze historical data and provide reports to assist in projecting budget units of service and their cost
Attend required hospital-wide orientations, meetings, and in-services
Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care
Qualification
Required
High school diploma or equivalent with courses in typing, computer software, and office procedures
3+ years' administrative/clinical assistant/support experience is required
Applicants must be able to type 55+ words per minute (WPM)
Excellent working knowledge of Microsoft Office and Dictaphone
Company
Chesapeake Regional Healthcare
Chesapeake Regional Healthcare renders rehabilitation, behavioral health, hospice, emergency care, surgery and home healthcare services.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Reese Jackson
President & CEO
Bailey Uggeri
Care Partner
Recent News
The Virginian-Pilot
2025-12-27
The Virginian-Pilot
2025-10-15
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