Department Assistant 2 - Medical Staff Office - FT - Day

Position Status:

Full time

Shift:

First Shift (Days - Less than 12 hours per shift) (United States of America)

Hours per week:

40

Job Information
Exemption Status: Non-Exempt

A Brief Overview
The Department Assistant 2 plays a critical role in supporting patient safety across Stormont Vail Health by providing advanced administrative and operational support to Medical Staff Services. This position supports Medical Staff governance, regulatory compliance, and patient safety initiatives through highly organized, detail-oriented, and confidential administrative services. Serving as the primary administrative resource for Medical Staff Services leadership, Medical Staff leaders, and governance committees, the Department Assistant II coordinates meetings, prepares and maintains official records, supports financial tracking activities, and manages confidential documentation in accordance with Stormont Vail Health (SVH) policies, bylaws, and applicable regulatory standards. This role functions as a key liaison to both internal and external stakeholders and contributes to the effective daily operations of Medical Staff Services. The Department Assistant II is expected to demonstrate excellent customer service, sound judgment, and strong prioritization skills while working independently in a fast-paced, highly confidential environment. As an integral member of the Medical Staff Services team, the Department Assistant II actively supports the Small Moments culture and upholds the Tenets of Stormont Vail Health in all interactions and work processes.

Education Qualifications

* High School Diploma / GED Required
* Bachelor's Degree Preferred

Experience Qualifications

* 3 years Clinical support experience. Required
* 1 year Healthcare experience Preferred
* 1 year Experience in word processing, typing, PowerPoint and data entry Preferred

Skills and Abilities

* Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Access), internet, e-mail, accounting software, and database software as applicable to the department.
* Maintain confidentiality of all business/work and medical staff information.
* Consistently demonstrates teamwork skills through appropriate and timely communication, feedback, consensus building, effective listening and willingness to learn.
* Maintain a professional appearance and maintain a neat and well-organized workplace.
* Ability to apply concepts of basic algebra and geometry.
* Excellent verbal, written communication and customer service skills as this position must communicate and interact effectively with a large number of professionals and individuals from a variety of backgrounds, including Stormont-Vail Health Care workers, various outside organizations, and the general public.
* Work independently, manages workflows and confidential material
* Experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.

What you will do

* Provides comprehensive administrative support for Medical Staff Services leadership and Medical Staff leaders, including department chairs, committee chairs, and officers.
* Coordinates Medical Staff committee cycles, including meeting scheduling, agenda development, document preparation, distribution of materials, and follow-up actions.
* Prepares, formats, distributes, and archives Medical Staff governance documents, including agendas, minutes, reports, and supporting materials in accordance with bylaws and regulatory requirements.
* Maintains official Medical Staff records, files, and documentation in compliance with organizational policy, CMS, TJC, and other regulatory standards.
* Supports payroll entry, invoices, purchasing, expense tracking, travel, compliance documentation, and administrative coordination related to the Medical Staff Fund in accordance with SVH policy.
* Independently prioritizes and organizes work related to Medical Staff Services including governance activities, committee cycles, confidential documentation, and regulatory deadlines; refers matters outside delegated authority to leadership.
* Plans, coordinates, and prepares Medical Staff meetings, PowerPoint and events, including the Annual Medical Staff Meeting and Doctors’ Day Celebration, as directed.
* Organizes and supports meetings and conferences by managing logistics, room reservations, calendars, invitations, agendas, PowerPoint (PP) presentations, catering and follow‑up materials.
* Records, prepares, and distributes detailed meeting minutes and related documentation to stakeholders in a timely manner.
* Designs, implements, and maintains effective filing and records management systems to ensure accurate, secure, and accessible information to include Standard Works.
* Prepares, edits, and formats reports, correspondence, and presentations using word processing, spreadsheets, and PowerPoint.
* Ensures compliance with organizational policies and procedures; manages confidential correspondence and documents with discretion.
* Works independently to prioritize tasks while maintaining effective working relationships with leadership, physicians, co‑workers, and customers; escalates issues as appropriate and collaborates with Employee Health and Learning & Talent Development to support Medical Staff compliance.

Required for All Jobs

* Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
* Performs other duties as assigned

Patient Facing Options

* Position is Not Patient Facing

Remote Work Guidelines

* Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
* Stable access to electricity and a minimum of 25mb upload and internet speed.
* Dedicate full attention to the job duties and communication with others during working hours.
* Adhere to break and attendance schedules agreed upon with supervisor.
* Abide by Stormont Vail’s Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.

Remote Work Capability

* Hybrid

Scope

* No Supervisory Responsibility
*

* No Budget Responsibility No Budget Responsibility

Physical Demands

* Balancing: Occasionally 1-3 Hours
* Carrying: Occasionally 1-3 Hours
* Climbing (Ladders): Rarely less than 1 hour
* Climbing (Stairs): Rarely less than 1 hour
* Crawling: Rarely less than 1 hour
* Crouching: Rarely less than 1 hour
* Driving (Automatic): Rarely less than 1 hour
* Driving (Standard): Rarely less than 1 hour
* Eye/Hand/Foot Coordination: Frequently 3-5 Hours
* Feeling: Occasionally 1-3 Hours
* Grasping (Fine Motor): Frequently 3-5 Hours
* Grasping (Gross Hand): Occasionally 1-3 Hours
* Handling: Occasionally 1-3 Hours
* Hearing: Occasionally 1-3 Hours
* Kneeling: Rarely less than 1 hour
* Lifting: Occasionally 1-3 Hours up to 25 lbs
* Operate Foot Controls: Rarely less than 1 hour
* Pulling: Occasionally 1-3 Hours up to 25 lbs
* Pushing: Occasionally 1-3 Hours up to 25 lbs
* Reaching (Forward): Occasionally 1-3 Hours up to 25 lbs
* Reaching (Overhead): Occasionally 1-3 Hours up to 25 lbs
* Repetitive Motions: Frequently 3-5 Hours
* Sitting: Frequently 3-5 Hours
* Standing: Occasionally 1-3 Hours
* Stooping: Occasionally 1-3 Hours
* Talking: Occasionally 1-3 Hours
* Walking: Occasionally 1-3 Hours

Working Conditions

* Burn: Rarely less than 1 hour
* Chemical: Rarely less than 1 hour
* Combative Patients: Rarely less than 1 hour
* Dusts: Rarely less than 1 hour
* Electrical: Rarely less than 1 hour
* Explosive: Rarely less than 1 hour
* Extreme Temperatures: Rarely less than 1 hour
* Infectious Diseases: Rarely less than 1 hour
* Mechanical: Rarely less than 1 hour
* Needle Stick: Rarely less than 1 hour
* Noise/Sounds: Occasionally 1-3 Hours
* Other Atmospheric Conditions: Rarely less than 1 hour
* Poor Ventilation, Fumes and/or Gases: Rarely less than 1 hour
* Radiant Energy: Rarely less than 1 hour
* Risk of Exposure to Blood and Body Fluids: Rarely less than 1 hour
* Risk of Exposure to Hazardous Drugs: Rarely less than 1 hour
* Hazards (other): Rarely less than 1 hour
* Vibration: Rarely less than 1 hour
* Wet and/or Humid: Rarely less than 1 hour

Stormont Vail is an equal opportunity employer and adheres to the philosophy and practice of providing equal opportunities for all employees and prospective employees, without regard to the following classifications: race, color, ethnicity, sex, sexual orientation, gender identity and expression, religion, national origin, citizenship, age, marital status, uniformed service, disability or genetic information. This applies to all aspects of employment practices including hiring, firing, pay, benefits, promotions, lateral movements, job training, and any other terms or conditions of employment.

Retaliation is prohibited against any person who files a claim of discrimination, participates in a discrimination investigation, or otherwise opposes an unlawful employment act based upon the above classifications.