Job Summary:
Under the direction of the Director of Food and Nutrition Services provides administrative support for departmental systems and operations. Performs secretarial and general office duties. Generates standardized reports. Types policies, surveys, committee minutes, and any other communications. Makes appointments and screens telephone calls – referring inquiries to appropriate parties. Coordinates and schedules administrative meetings. Sorts and distributes incoming departmental mail. Provides technical support and systems administration for departmental information systems including Computrition and CommonCents. Facilitates training of staff on use of systems. Enters daily units of service for productivity and financial reports. Compiles and submits end of month financial summary. Demonstrates knowledge and skills to appropriately communicate and interact with the patients, families and visitors of all age groups while being sensitive to their cultural and religious beliefs. Demonstrates the ability to be a team member.
Performance Expectations:
- Demonstrate the ability to adhere to all FGH Policies and Procedures.
- Demonstrate the ability to answer and direct phone calls.
- Demonstrate the ability to organize and schedule meetings.
- Produce and distribute information to the department as needed.
- Prepare regular scheduled reports.
- Demonstrate the ability to open, sort and distribute incoming correspondence.
- Demonstrate the ability to resolve any administrative problems as needed.
- Demonstrate the ability to maintain department hardware and software.
- Effectively performs all clerical and non-clerical needs as required.
- Promotes a positive work environment.
- Thinks creatively, anticipates and responds appropriately.
- Maintains ALL HealthStream assignments
- Uses “We Care” philosophy in daily communication.
- Maintains revenue and financial records for Director
- Maintains equipment temperature logs and wheels for each area in department in a secure location.
- Create new a cost center in Computrition for a new area within Forrest Health as indicated by Finance.
- Create and maintain department employee files for the following cost centers: 6100, 6102, 6110, 6130, 6140 and 6150.
- Process online request form for Tree Room reservation. This includes recurring meetings plus new reservations. The request is scheduled in Public Folders and documented in Access software program.
- Start process to activate new employee badges from outside vendors (Chick-Fil-A, Subway and Java Moe’s).
- Submit daily GEMpay employee badge charges to payroll.
- Maintains online Directory of Food & Nutrition employees in department.
- Deposit monthly commission check for vending machines (Refresh, Sips and Eats plus Hattiesburg Coke) and maintains deposit records.
- Deposit monthly rent check for Subway and Java Moe’s.
- Deposit commission check from Darling Company for repurposing vegetable oil.
- At the end of each pay period, incentive spreadsheets is received from each Coordinator and compiled into a report for payroll.
- Input new recipes and recipe modifications for FGH, Pine Grove and OI in Computrition.
- Process guest tray charges to the appropriate cost center and record overnight meals.
- Helps to process daily floor requisitions and record invoices when needed.
- Create monthly department newsletter to keep staff informed and distribute to ALL areas.
- Responsible for information and interactive bulletin boards in department.
- Forward Food Court menus for a 4 week cycle to maintain accurate menus.
- Assist FGH employees as needed regarding badge transactions or if employee is unable to make charges.
- Assist with FGH “Special Events” such as annual Christmas Party, Hospital Week Celebration, and Nurses Week. May need to work after hours.
- Consistently provides quality customer service to staff at all levels across FGH by promptly assisting them in a timely manner.
- This job description is not intended to be all-inclusive; the employee will also perform other reasonably related job duties as assigned.
Qualifications:
Education/Skills
Associates degree or Bachelor degree preferred. Advanced understanding/use of Microsoft Office Applications (Word, Excel, PowerPoint and Access), On the job training: COMPUTRITION Food Service Software, and COMMON CENTS Cash Management Software preferred. Ability to implement practical applications to streamline departmental processes. Work Experience:
Three years of progressive experience in administrative support required.
Mental Demands:
Ability to recognize and respond to priorities. Results oriented. Commitment to meet deadlines and resolve problems. Demonstrate good written and verbal communications. Ability to defuse tensions. Works with rigid deadlines andvarying workload. Works with frequent interruptions. Must be capable of independent performance. Ability to use a computer, copier, telephone and calculator.
