Supporting the Customer Impact Management Technology and Operations Technology Teams for The Chief Operating Office

Administrative Assistant supporting the Head of Customer Excellence Technology team

Provide high level administrative support for the Associate Vice President Clinical Applications; Associate Vice President IT Infrastructure; and the Chief Information Security Officer. Coordinating a variety of administrative and office activities. High knowledge of Medical Center policies, procedures, and practices. Maintaining an open line of communication with other Medical Center departments.•Manage contract administration for Information Technology department by acting as liaison between Information Technology department and Legal department and vendors to track and process all types of contract agreements using internal tracking system. Ensuring staff follows procedures as directed in Legal policies.•Assist in budget preparation and other financial activities by providing financial, statistical, narrative, and/or other reports when requested, tracking expenditures and performing other financial tasks. Submitting purchase requisitions by utilizing PeopleSoft Financials.•Analyze administrative procedures and makes recommendations to improve. Establishes procedures to implement operational and/or fiscal policies. Compiles information and statistical data into summaries, reports, and presentations that require an understanding of department programs, policies, and procedures.•Providing administrative direction for departmental programs, variety of projects and follow-through with high-level officials in and outside the Medical Center.•Perform general office activities including travel arrangements, mail distribution, calendaring for employees and contractors, visitor access and coordinating building maintenance requests for the department.•Serve as liaison for department with the Engineering, Human Resources, Payroll, Facilities and other Medical Center departments as necessary.•Assist with departmental orientation of new employees to department as necessary.

• Managed administrative functions and assisting the Director of Medical Records and 3 Assistant Directors with special projects, scheduling and daily tasks• Assisted with Hospital Forms Committee by directing Agenda, follow-up or creation of documents.• Development and implementation of Quality Control database for Document Imaging department using Microsoft Access and auto reporting.• Controled departmental supply stock using PeopleSoft and HealthQuest program• Compiled and distributes monthly reports, financial documents, and special projects by distributing data, statistics and materials for reports, budgets and projects. Assist with budget preparation as needed, updating worksheets to monitor budgets within the fiscal year. Researching sources to gather requested or needed information.• Completed travel requests, check requests, purchase orders, and monitoring and submitting invoices for payment and all forms pertinent to finances, such financial Stores Reports, Responsibility reports, Merit Reviews, etc...• Coordinated information flow between Director, the Vice Presidents, Assistant Directors, Managers, other department Directors and staff members reporting to the Director of Medical Records.• Attend/assisted in planning agenda and final minutes for departmental staff meetings or various meetings for department.• Supported departmental team atmosphere by keeping lines of communication open within the department. By coordinating fundraising meetings, social activities or monthly departmental newsletter publication.

• Payroll Administration, Departmental, Time and Attendance using PeopleSoft Program• Participated in various Root Cause Analysis meetings ( Assist the Facilitators)• Controlled departmental supply stock using PeopleSoft Program• Created monthly and quarterly reports using variety of programs such as the University Health System Consortium’s Patient Safety Net database, Maxsys Software (crystal reports) and manipulating the data into charts and graphs in Microsoft Office software.• Assisted in Organizing Regional and Medical Center Disaster Drills • Hazmat Certified - Operations Level• Newsletter Production using Adobe In Design Suite• Other Software Experience: CareCast, Report to Web, SharePoint, Articulate; Quiz Maker, Photoshop and Publisher