In 2020, united in a fierce commitment to deliver the highest quality care and exceptional patient experience, Virginia Mason and CHI Franciscan Health came together as natural partners to build a new health system centered around the patient: Virginia Mason Franciscan Health. Our combined system builds upon the scale and expertise of our nearly 300 sites of care, including 11 hospitals and nearly 5,000 physicians and providers. Together, we are empowered to make an even greater impact on the health and well-being of our communities.

CHI Franciscan and Virginia Mason are now united to build the future of patient-centered care across the Pacific Northwest. That means a seamlessly connected system offering quality care close to home. From basic health needs to the most complex, highly specialized care, our patients can count on us to meet their needs with convenient access to the region’s most prestigious experts and innovative treatments and technologies.

Franciscan Medical Group, as part of Virginia Mason Franciscan Health, is currently looking for a full-time Department Support Assistant II for the fast-paced Franciscan Health Information Management department in Tacoma, WA. Strong, collaborative team environment with a flexible work schedule. No weekends or organizationally recognized holidays required.

Job Summary:

This is journey-level of the Department Support Assistant job family, involving varied general office or specialized processing work (or any combination thereof) in support of work unit operations or program activities. Job duties are of moderate scope and complexity, and knowledge of office practices and PC operation is required at entry. Work requires adaptation to various situations, judgment as to which learned work method to apply for the desired result, and the ability to communicate effectively. Work is performed within established procedures, with individual judgment limited to proper handling of, and minor changes to, accepted routine.

Processing activities, if any, involve multiple related steps, with the final result being the same at the end of each sequence. Sequence of activities may vary within prescribed guidelines. Secretarial responsibilities, if any, are incidental (less than 30%) and involve relieving a manager(s) of general administrative detail.

Work differs from the Department Support Assistant I level in that jobs involve less direct supervision, greater variety, exposure to more complex work routines and more substantive issues, with the opportunity for more significant problem-solving. There is some opportunity to interpret and adapt existing procedures to unusual situations, and work typically affects more than just the immediate work unit.

This job exists in multiple departments, and while there may be minor differences in job content, they are not significant for classification purposes. Overall, the nature of the work and job requirements are consistent between departments.

Essential Duties:

• Provides routine to intermediate-level word processing/report production activities for assigned department, including creating/updating moderately complex forms, word documents, spreadsheets, charts/graphs, databases, communications, reports and other tools of similar level and complexity.
• Data research, collection, entry, processing and validation and/or tracking activities, including reviewing information for timeliness, accuracy, format and compliance with internal standards.
• Collect, sort and distribute incoming mail; gathers outgoing mail; prepares mail/packages for overnight/expedited delivery; picks up and delivers documents, supplies or other department-specific materials.
• Answer telephone to respond to general inquiries concerning department activities and operations by referencing established procedures manual; routes calls to appropriate person.
• Monitor/order/rotate office supplies or equipment; collates and assembles documents and materials; accepts and delivers inter-department correspondence and photocopying/faxing correspondence and reports.
• May perform incidental secretarial tasks such as scheduling supervisor’s appointments; maintaining calendar; screening calls/visitors; coordinating logistical and food arrangements for meetings and conferences; preparing and assembling meeting agendas and presentation materials; may attend meetings and take/distribute minutes.

Education/Work Experience Requirements:

One to two years of progressively responsible general office or secretarial work experience.