About the Position

Location

Wichita, KS

Essential Role

Responsible for assisting supervisor in coordinating all day-to-day operations and other tasks as assigned. 

Duties & Responsibilities

  • Assists supervisor in overseeing all aspects of general office coordination

  • Maintains supervisor’s office calendar to coordinate work flow and meetings

    • Tracks evaluation times and coordinates evaluation meetings with supervisor and operations team

  • Maintains confidentiality in all aspects of client, staff and agency information

  • Interacts with clients, vendors and visitors

  • Answers supervisor’s telephone when appropriate

  • Opens sorts and distributes incoming correspondence, including faxes and email when other administrative assistants are out of the office

  • Signs for and distributes UPS/FedEx or similarly delivered packages

  • Prepares responses to correspondence containing routine inquiries

  • Performs general clerical duties to include, but not limited to, copying, faxing, mailing and filing

  • Files and retrieves organizational documents, records and reports

  • Creates Provider templates and maintains provider schedules

  • Assists with in-house operational development and distribution of collateral materials

  • Modifies documents such as reports, memos and letters using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office or other programs

  • May conduct research, compile data and prepare papers for consideration and presentation to supervisor and team

  • Sets-up and coordinates meetings and conferences

    • Make sure that there is an agenda for the weekly operational meetings 

    • Others as assigned

  • Prepares agendas for operational team meetings

  • Attends operational meetings or other meetings as requested in order to record minutes

  • Compiles, transcribes and distributes minutes of meetings

    • Provider meetings as necessary

    • Operational meetings

    • Others as assigned

  • Supports supervisor in assigned project-based work

  • Assists with overall maintenance of the organization and its office

  • Responsible for other duties as assigned

Experience & Qualifications

Education & Experience

  •  High diploma or equivalent

  • Must possess a minimum of three (3) years’ experience in general office responsibilities and procedures

  • Must possess a thorough knowledge of modern office practices, procedures, and equipment, including computers, copiers, and other standard office equipment

Qualifications

  • Ability to work independently, organize, monitor, and adjust work as necessary to ensure accuracy and timeliness

  • Demonstrated ability to identify and solve problems

  • Knowledge of principles and practices of organization, planning, records management and general administration

  • Ability to strongly embrace and personify the mission and values of GraceMed with socio-economic and cultural sensitivity in mind

  • Must display good verbal and written communication skills, and be able to professionally receive and follow oral instructions 

Work Environment & Schedule

Working Conditions

 Administrative office environment. Ability to sit for long periods of time. Bending, stooping, and lifting (up to 50lbs.) may be required. Ability to read computer screens for extended periods of time. Interaction with physicians, patients and other office personnel. Must have visual acuity and manual dexterity to interface with computer. Must have auditory acuity to handle phone calls.

Work Schedule

Normal schedule is Monday through Friday 8:00 am to 5:00 pm., schedule may vary.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Confidentiality

As an employee of GraceMed Health Clinic, Inc., you are bound by principles of medical ethics. You have both a legal and moral obligation to protect the privacy of our patients. In the course of your work, you will have access to confidential information regarding patients, and/or the practices’ confidential business. It is essential that you refrain from any discussions regarding personal information about a patient, a patient’s condition, a patient’s finances, proprietary company information, and/or the practices’ confidential business with any third person. This includes, but is not limited to, other employees, your spouse, family or friends. 

Confidentiality is so important that any breach of this policy will be considered grounds for termination. Review and signature of the Agreement is a condition of employment. Successful skills testing, drug screening, and a background check are required for employment.

How to Apply

To apply, send your resume to Lori Ellison-Zuercher at lzuercher@gracemed.org, or you may mail it to GraceMed HR, 1122 N. Topeka St., Wichita, KS 67214.