Administrative Assistant

About the Role

The Administrative Assistant provides administrative and secretarial support for assigned department and department head. In addition to typing, filing and scheduling, performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Responsibilities

• Schedule and organize activities such as meetings, travel, conferences and department activities for all members of the department
• Maintain schedules and calendars as assigned
• Perform desktop publishing; creates and develops visual presentations
• Establish, develop, maintain, update filing system and retrieve information from files when needed
• Organize and prioritize large volumes of information and calls
• Sort, distribute and open mail for the team
• Draft written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Answer phones, takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Collect and process timesheets, vacation and sick leave requests for assigned department
• Performs other duties as assigned

Standard Expectations

• Complies with organizational policies, procedures, performance improvement initiatives and maintains organizational and industry policies regarding confidentiality
• Communicate clearly and effectively to person(s) receiving services and their family members, guests and other members of the health care team
• Develops constructive and cooperative working relationships with others and maintains them over time
• Encourages and builds mutual trust, respect and cooperation among team members
• Maintains regular and predictable attendance

Qualifications

• High school diploma or equivalent; prefer some college or technical school coursework
• Minimum 3 years of job-related experience; preferably as part of an Executive team
• Advanced computer skills including Microsoft Office; especially Word, Excel, and PowerPoint
• Accurate typing of 80+ words per minute
• Knowledge of office administration procedures with the ability to operate most standard office equipment
• Ability to work professionally with sensitive, proprietary data & information while maintaining confidentiality
• Excellent interpersonal skills including the ability to interact effectively and professionally with individuals at all levels; both internal and external
• Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level
• Self-motivated with strong organizational skills and superior attention to detail
• Must be able to manage multiple tasks/projects simultaneously within inflexible time frames. Ability to adapt to frequent priority changes.
• Capable of working within established policies, procedures and practices prescribed by the organization
• English sufficient to provide and receive instructions/directions