Position Summary
The Program Assistant, Pastoral Services collaborates with the Administrator, Clinical Pastoral Education; Supervisor and Staff Chaplains to achieve program objectives and overall Pastoral Services mission. Assists with the development of Pastoral Services educational activities, programs and special projects. Develops relationships with and acts as a liaison to other program directors and coordinators in hospital/community. Assists with data collection, data entry and other computer needs supporting Pastoral Services objectives, as appropriate. May coordinate/direct duties and activities of various lower level clerical positions. Acts as assistant to a chairman of a department or to an Administrator with responsibility over multiple cost centers.
Responsibilities
Attends monthly staff meetings and participates in program meetings concerning specific Pastoral and CPE activities.
Designs and prepares advertising programs and assists with the development of Pastoral Services educational activities/programs and special projects. Edits department newsletter and contributes articles for publishing in the newsletter. Collaborates with chaplaincy staff to develop and implement programs and special projects.
Composes/edits/types and coordinates printing of materials relating to programs and projects. May coordinate work flow and disseminate information; maintains inventory of books, supplies, pastoral care materials, orders office equipment and supplies for two cost centers.
Assists clergy in application process for Clergy Badge. Validate clergy credentials. Leads Clergy ID Seminar when Administrator is absent.
For specific programs, such as Cancer Residency for Clergy, contacts faculty, coordinates continuing education credit, reserves rooms, designs, prepares and mails advertisements and applications, arranges meals collects registration fees.
Allocates and tracks meal allowances for interns in collaboration with PCMH cafeteria. Develops relationships with and acts as a liaison to other program directors and coordinators in the hospital, community, churches, etc. Networks, collaborates and maintains rapport with community clergy, Clinical Pastoral Education Professional Advisory Committee, Pastoral Services staff in other hospitals, National Association for Clinical Pastoral Education the Association of Professional Chaplains and the North Carolina Chaplains Association.
To promote patient and family centered care, selects, orders and catalogues pastoral care literature for patients, families and staff. Maintains videotape and book libraries for patients/ families. Serves on housewide committees: Responsible for hospital specific orientation for Chaplain interns and other students. Serves on the PCMH Allied Health Education Committee in order to stay current with polices and protocols regarding students. Serves on Employee Campaign Steering Committee. Member of Clinical Pastoral Education Professional Advisory Committee.
Works in collaboration with Finance in determining/documenting Medicare reimbursement for CPE program.
Assists with data collection, data entry and other computer needs. Works with IS and staff chaplain in designing and implementing electronic statistical programs for department. Assists in design and maintenance of clergy data base.
Prepares forms and reports of a confidential nature; provides policy or procedural information.
Educates staff regarding community benefits and keeps documentation for Pastoral Services.
Supervises one clerical employee and several clerical volunteers, prioritizes workload, completes department specific orientation for clerical employees/volunteers and facilitates annual performance appraisal for secretarv.
Assists and anticipates Administrator's needs; gathers records and other information needed; keeps track of supervisor's schedules and maintains calendar. Makes travel arrangements and/or preparations for conferences, travel, special events or other business activities; reads and determines dispositions of incoming correspondence, reports and other information for two cost centers; keeps track of travel and other expenditures. Assists with budget preparation and monitoring for two cost centers.
Composes routine correspondence, types and transcribes from notes, takes dictation, maintains confidential records and files. Completes Payroll for two cost centers and approves for sign off.
Minimum Position Requirements
Associate Degree required. 2+ years experience as an administrative assistant along with project management and budget experience. Must have Word, Excel and Access experience. One year of experience beyond the minimum requirement may be substituted for 1 year of the required education with a maximum substitution of 2 years.
It is the goal of Vidant Health to employ the most qualified individual who best matches the requirements for the vacant position.
Offers of employment are subject to successful completion of all pre-employment screenings, which may include an occupational health screening, criminal record check, education, reference, and licensure verification.
Vidant Health is an Equal Opportunity Employer. EOE/AA Applications for Vidant Health are accepted and employees are chosen for employment without regard to race, color, gender, religion, age, national origin, marital status, citizenship, veteran status, or disability.