Stormont-Vail Healthcare Department Assistant - Ambulatory in Topeka, Kansas


Provides administrative and clerical support to the administrative staff in the ambulatory clinic.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Performs payroll according to established policies.

  • Tracks and runs reports on attendance, tardiness and overtime.

  • Generates coaching/corrective action for attendance and/or tardiness. Submits to director and/or manager for review and delivery.

  • Records and tracks FMLA and LOA per established policies.

  • Facilitates process for annual performance evaluations and competencies.

  • Maintains current department phone number list.

  • Maintains current disaster/sensaphone calling tree.

  • Tracks staff competencies, certifications and licensure requirements. Provides notification to keep staff current.

  • Assists staff to enroll in mandatory and elective education via Healthstream.

  • Serves as primary contact for Similar Mode (lab coats).

  • Maintains an organized and efficient filing system for required record keeping (includes employee files).

  • Provide monthly reports to director/Nurse Manager/Clinic Nurse Manager, including, but not limited to:

  • Budget reports

  • RVU reports

  • Departmental expense distribution

  • Manages office and medical supplies and enters orders through PMM and/or Office Max.

  • Types correspondence and other documents as needed.

  • Sort and/or read incoming mail and documents addressed to department or director. Forward and/or follow up as appropriate.

  • Reviews expense reimbursement forms prior to submitting to director.

  • Applies appropriate cost center and expense codes to invoices for department and submits to Accounts Payable in a timely fashion. Obtains director approval as appropriate.

  • Facilitates all observations within the department.

  • Arranges programs and events for the department. Facilitates catering as needed.

  • Communicates effectively with director, nurse manager, clinical nurse manager, clinical staff, support staff, physicians, advanced practice providers and all internal and external customers.

  • Maintains professional appearance and presentation.

  • Supports management by providing various administrative duties. Coordinates and maintains effective office procedures and efficient workflows. Implement procedures to assure effective work flows are maintained.

  • Schedule appointments and maintain manager’s calendar as needed. Make arrangements for and coordinate meetings (department, division, system), including but not limited to: preparing agendas and recording minutes).

  • Receive and assist visitors and telephone calls. Refer to the appropriate person.

  • Compose and/or organize complex paper or electronic documents for director’s signature including confidential correspondence.

  • Prepare communication outlined by oral or written directions.

  • Maintains databases, spreadsheet files and department shared drive.

  • Responsible for entering facility work orders and following through to completion.

  • Perform other duties as assigned or as judgement necessitates.

  • Assist with arranging business itineraries and travel as needed.

  • Establish and maintain harmonious working relationships with superiors, co-workers, physicians and customers.

  • Must be able to reorganize schedule to accommodate workload demands as needed.

  • Assumes responsibility for the management of projects and maintains multiple ongoing projects without intervention from supervisor.

  • Ability to be a self-starter, complete work independently and prioritize daily duties.

  • Maintain a neat and well-organized work space.

  • Maintains close daily contact with the director/manager to facilitate and expedite department operations.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


High School Diploma/GED and one year of demonstrated secretarial or clerical work experience required; college degree preferred. Experience with computer systems (Excel, Power Point, Word). Experience with copy machines, scanners, fax machines and printers. Understanding of medical terminology preferred. Non-tobacco user preferred.