PASTORAL CARE/CARDIOVASCULAR ADMINISTRATIVE ASSOCIATE

Covenant HealthCare

Key Responsibilities

Pastoral Care/CPE

• Prioritize and balance competing requests from the department, CPE Program Manager, and Director.
• Schedule interviews for resident candidates and distribute interview materials to the interview panel.
• Plan itineraries for resident candidates.
• Assist the CPE Program Manager with new student orientation, including paperwork, key distribution, and setup of technology components (door access, Epic Haiku secure chat, SharePoint).
• Create, distribute, receive, and collate information on Teams forms for CPE students.
• Assist in maintaining CPE student files, keeping the accreditation portfolio up to date.
• Assist with CPE applications and recruitment, and advertisement.
• Update the student handbook as needed.
• Prepare check requests for department and CPE Program expenses and maintain records and receipts.
• Receive and deposit student fees.
• Facilitate the smooth operation of the department, including appointment schedules and meetings for staff, CPE students, duty chaplains, Eucharistic ministers, and office volunteers.
• Ensure sympathy cards are mailed timely.
• Record bi-weekly statistics for the Managing for Daily Improvement (MDI) report.
• Coordinate Covenant burial services (for miscarriages) with chaplains, including sending invitation letters, collecting RSVPs, preparing name cards, and typing bulletins.
• Order wind chimes for burial services.
• Assemble kits for perinatal loss containing a blanket, certificate, and sympathy card for chaplains.
• Act as a liaison for pastoral referrals from nurses, pastors/community churches, patients, and family members, and contact the appropriate chaplain.
• Coordinate department coverage, including monthly schedules in Work Force Management (WFM) and Excel, and back-up chaplains' schedules in Word.
• Collect and maintain Paid Time Off and Earned Sick Time (EST) records for residents and full-time staff.
• Maintain attendance and tardy records for non-exempt employees and CPE students.
• Enter shifts in WFM and monitor the system for occurrences and discrepancies.
• Provide primary support for the Director, CPE Program Manager, staff, students, and duty chaplains, including answering telephones, greeting visitors, assisting with problem-solving, and overseeing the ordering and distribution of department supplies.
• Contact an ethics committee member when an ethics consult is requested.
• Schedule department, Ethics Committee, Pastoral Education Consultation Committee (PECC), and Pastoral Care Committee meetings.
• Prepare agendas, send invitations, attend, take minutes, and type minutes for meetings.
• Prepare for PECC meetings, including sending invites and making room reservations.
• Plan resident and intern graduations.
• Type memos, letters, minutes, and other professional documents, including evaluations for the Director and CPE Program Manager.
• Assist with preparing for department activities such as Ash Wednesday and Good Friday services, Pastoral Care Week, the Blessing of the Hands, and intern and resident graduation services.
• Represent the Covenant HealthCare Department of Pastoral Care and Education.
• Build relationships with staff chaplains, duty chaplains, students, Eucharistic ministers, office volunteers, local churches, and committee members.
• Administer N95 fit tests on all members of the Department of Pastoral Care and Education (except those exempt or working a weekend shift).
• Other duties as assigned.

Cardiovascular Services

• Respond to incoming telephone calls.
• Schedule in-house and off-site meetings, events, and seminars, ensuring all necessary arrangements are made.
• Record meeting minutes.
• Prepare and distribute meeting materials.
• Maintain the director’s daily schedule/calendar.
• Process Purchase Orders (PO's), invoices, and other requests.
• Generate accurate materials and reports.
• Maintain current ACLS and BLS credentialing/certification records for employees in the Cardiovascular Services Departments.
• Track and record all mandatory competencies, including MTM's, for all Cardiovascular Services staff.
• Maintain current credentialing files for providers.
• Assist with provider credentialing for all care sites.
• Coordinate activities with partner organizations, including CMU Medical Residents/Students.
• Create forms, banners, and posters for the Cardiovascular Services Department.
• Generate and distribute policies and guidelines for the Department of Cardiovascular Services.
• Process disciplinary action/counseling reports, staff evaluations, and Alternate Dispute Resolution responses for department leadership.
• Open and distribute department mail.
• Process conference registrations and reimbursements for department staff, including arranging travel plans, accommodations, and documenting expenses.
• Other duties as assigned.

Requirements & Tech Stack

• Microsoft Office
• Teams forms
• Epic Haiku secure chat
• SharePoint
• Work Force Management (WFM)
• Excel
• Word
• Managing for Daily Improvement (MDI)
• ACLS
• BLS
• MTM's
• N95 fit tests

Qualifications

• Associate's Degree from a college, university, or theological school accredited by a member of the Council for Higher Education Accreditation required.
• Bachelor's Degree from a college, university, or theological school accredited by a member of the Council for Higher Education Accreditation preferred.
• Training in office, secretarial, or computer field preferred.
• Minimum of one year of secretarial experience preferred.
• Computer competency.
• Excellent oral and written communication skills.
• Demonstrated organizational skills.
• Good clerical skills.
• Data entry skills.
• Skills in filing, compiling, and assembling documents.
• Knowledge of standard office equipment.
• Sound judgment in handling confidential or sensitive issues and material.
• Ability to multi-task.
• Demonstrates excellent interpersonal skills.
• Ability to work effectively under pressure.
• Ability to work accurately despite frequent interruption.
• Ability to work independently, proactively analyze situations, identify alternative solutions, and make appropriate decisions.

Working Conditions/Physical Demands:

• Ability to maintain regular, punctual attendance.
• Frequent handling, talking, hearing.
• Occasional standing, walking, lifting, carrying, stooping, twisting, reaching.
• Frequent lifting up to 10 pounds.
• Occasional lifting up to 25 pounds.