Administrative Assistant

About the Role

Provides administrative and clerical support to the assigned area(s).

Responsibilities

• Tracks and collects data from various internal sources and prepares reports.
• Maintains work calendars; schedules external and internal department meetings and interviews. Plans and arranges travel for scheduled conferences.
• Records and/or transcribes minutes of meetings.
• Provides phone coverage for the department(s); screens phone calls, relays messages in a timely fashion, and responds to callers as appropriate.
• Types memorandums, correspondence, department emails, policies and procedures, forms, and other monthly and quarterly reports; may type highly sensitive materials requiring a high degree of confidentiality.
• Sorts and routes incoming department mail; delivers outgoing department mail.
• Maintains departmental files including employee files; tracks required licensure, testing, or related documentation.
• Coordinates the distribution and processing of employee evaluations.
• Inventories, orders, and coordinates office supply purchases and deliveries with appropriate departmental and supply personnel; orders forms as needed.
• Communicates and cooperates with all levels of personnel.
• Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.
• Participates in meetings, committees, and department projects as assigned.
• Performs other related projects and duties as assigned.

Requirements

• Knowledge of business English and spelling.
• Knowledge of general office procedures and standard clerical techniques.
• Knowledge of medical and nursing terminology.
• Knowledge of the structure and functions of a hospital/medical center system.
• Skill in operating and maintaining general office equipment.
• Skill in Microsoft Office Word, Excel, and PowerPoint applications and keyboarding efficiency.
• Knowledge of computer hardware equipment and software applications relevant to work functions.
• Ability to exercise courtesy and professionalism in receiving office callers and visitors.
• Ability to perform basic mathematical computations.
• Ability to organize and maintain filing systems.
• Ability to compose correspondence, memorandums, and routine letters.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with all levels of personnel and medical staff.
• Ability to problem solve and engage independent critical thinking skills.
• Ability to maintain confidentiality relevant to sensitive information.
• Ability to prioritize work demands and work with minimal supervision.
• Ability to maintain accurate logs and reports.
• Ability to maintain regular and punctual attendance.

Qualifications

• High school diploma or equivalency required.
• Completion of two-year business school training program focusing on personal computers and general business machines preferred.
• Minimum of two (2) years experience in an administrative support role required.
• Prior experience in a comparable position in a hospital setting preferred.

Physical Requirements

Characterized as light work requiring exertion up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.