Clinical Operations Assistant

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

7/1/2018

Entity:

Wisconsin

Job Code:

300092

Job Title:

Clinical Operations Assistant

Exemption Status:

Non-Exempt

Management Level:

Individual Contributor

JOB SUMMARY

The Clinical Operations Assistant supports a variety of Patient Care area leaders, programs and projects in the Inpatient, Ambulatory and Service Lines settings.  The Clinical Operations Assistant is responsible for providing administrative support, employee assistance, and assisting their aligned leader(s) with a variety of tasks supporting department operations. 

This position will provide support to leadership/operations which may include staff scheduling, processing payroll, department compliance as well as assistance with recruitment/onboarding tasks. To best support leaders, this position may have regular access to confidential information as it relates to employee attendance, department budgets and/or employer to employee relationships. 

MAJOR RESPONSIBILITIES

•

In partnership with department leadership, coordinate administrative aspects of a department, unit, project or area, including preparation of reports, researching issues and assistance in updating policies, procedures, manuals, and administrative tools.

•

Identify, document and provide feedback to management on issues that are observed as having an impact on operations and employees.

•

Provide leadership support with management of calendars, maintenance of agendas, taking meeting minutes, and the coordination of activities and schedules of management and department teams.

•

Compose and prepare correspondence, newsletters, presentations, and additional materials as needed.

•

Enter, monitor, and report departmental data and information.

•

Ensure departmental and staff compliance with applicable policy and procedure requirements, including quality control monitoring of time sensitive processes and procedures.

•

Coordinate and monitor departmental needs such as the purchase of supplies, materials, services or equipment.

•

Act as a resource, responds to questions and provides support to department staff as it relates to payroll, time-off, policies, procedures, education and scheduling.

•

Perform other duties as assigned.

ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS.

X

Non-Clinical

JOB REQUIREMENTS

High School Diploma

or equivalent

Required

Associate's Degree

in Business Administration, Healthcare or related field

Preferred

1 year

of experience in an administrative support role

Required

3 years

of experience in an administrative support function

Preferred

Previous experience in a health care setting

Preferred

•

Excellent verbal and written communication skills

•

Excellent computer skills. Experience with word processing, database and spreadsheet software programs

•

Ability to establish and maintain effective working relationships with coworkers, department administrative staff, interdepartmental contacts and the general public

•

Ability to plan and organize the workflow in a busy office/unit environment and be self-directed and work with minimal supervision

•

Ability to be flexible in response to changing demands

•

Ability to handle a high volume of work under pressure

•

Resourceful in problem solving, initiative and good judgment

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

☒

Sedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

☐

Light: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds. Even though the weight lifted may only be negligible amount, a job is in this category when it requires walking or standing to a significant degree.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

☐

Medium: Ability to lift up to 50 pounds maximum with frequent lifting and/or carrying objects weighing up to 25 pounds.

20-50#

10-25#

Negligible-10#

☐

Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds.

50-100#

25-50#

10-20#

☐

Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.