Job Details

Overview

USA Health is Transforming Medicine along the Gulf Coast to care for the unique needs of our community.

USA Health is changing how medical care, education and research impact the health of people who live in Mobile and the surrounding area. Our team of doctors, advanced care providers, nurses, therapists and researchers provide the region's most advanced medicine at multiple facilities, campuses, clinics and classrooms. We offer patients convenient access to innovative treatments and advancements that improve the health and overall wellbeing of our community.

Responsibilities

Prepares memorandums, letters, announcements, job descriptions, performance evaluations, department reports, department policies & procedures and other documents using a personal computer and word processing software; acts as receptionist, greets visitors, answers telephone, and communicates messages; schedules appointments, interviews, evaluations and sets up meetings; maintains department head's calendar; types and prepares committee and staff minutes and educational material as requested; types and prepares Personnel Action forms, checks for accuracy, routes, and follows-up appropriately; prepares purchase order requisitions (researches prices) for supplies and routes appropriately; utilizes Mediclick system to requisition supplies, research purchase orders and monitor back-ordered and received inventory; verifies that purchase order numbers correspond with department requisitions; checks status of purchase orders; reconciles invoices to purchase orders for payment; prepares and reconciles travel documents by preparing necessary paper work, registrations, making reservations, confirmations, and reimbursements; files and maintains records/correspondence; maintains and updates all relevant departmental and hospital manuals, i.e., policies and procedures, roster manuals; maintains personnel files for all employees including continuing education and in-service education; coordinates meetings to include arranging space/place and notifying participants; orders and maintains adequate office supplies; sorts incoming mail, distributes correspondence and other materials to department staff and supervisors; verifies employee time-punches in the electronic timekeeping system on a weekly basis; enters missed punches and PTO hours, etc. into the timekeeping system; communicates with payroll clerk as needed to ensure accurate information; responsible for placing high volume orders for the department; operates base station for radio dispatch; documents and reports all data on preventive maintenance; documents unfinished items, parts ordered and estimated date of completion; maintains all vendor and purchasing logs; documents time records and purchasing records of contractual labor; maintains Hazardous Spills log and forwards to Environmental Services department; maintains logs for Elevator Service calls, Fire Wall Permits and Employee Health Illness database; utilizes Banner System to prepare department reports that assist Director in preparation of annual budget; assists Director in collecting, processing and maintaining information required to prepare the department annual budget; compiles monthly spreadsheet reports to track budget expenditures to assist Director in evaluating budget; maintains Biomed and Maintenance work load data base; prepares reports as requested by Director; provides support with maintenance work load database, preventative maintenance database, budget preparation, payroll, purchasing requisitions, and direct pay requests; maintains filing system & employee personnel records for USA Children's and Women's Hospital maintenance employees at the Mitchell Cancer Institute; tracks in-house hospital renovation expenditures using MS Excel; tracks capital project expenditures using MS Excel and maintains capital project files as needed; prepares and processes high volume of Direct Pay requests annually; responsible for completing capital project payment applications and forwarding to Accounting department as needed; performs functions for Environment of Care (EOC) Committee to include: serving as recording secretary at EOC Committee meetings; preparing, maintaining and distributing EOC meeting minutes, agendas, handouts and other materials, updating and maintaining EOC manuals, maintaining EOC follow-up action spreadsheet and ensuring follow-up action is completed by committee members, completing annual evaluation report for EOC Committee, monitoring the Safety Inspection Report for recurrent & outstanding items, reporting findings to EOC Chair, and collecting Quality Assurance Reports from committee members and forwarding accordingly; adheres to current Infection Control and Safety Standards; participates on committees as assigned; participates in Performance Improvement activities as assigned; abides by and enforces all compliance requirements and policies and performs these responsibilities in an ethical manner consistent with the organization's values; adheres to hospital policies including confidentiality; assists with orientation of new employees; utilizes proper body mechanics when moving equipment and supplies that are necessary to perform essential functions; reports broken or malfunctioning equipment to supervisor or department head; regular and prompt attendance; ability to work schedule as defined and overtime as required; related duties as required.

Qualifications

Bachelor's degree in business or a related field from an accredited institution as approved and accepted by the University of South Alabama. Directly related experience may substitute on a year-for-year basis for the required education.

Equal Employment Opportunity/Affirmative Action Employer

The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis.

EO Employer - minorities/females/veterans/disabilities/sexual orientation/gender identity.