Administrative Assistant - Emergency Services

Summary

Performs research and analytical work in support of administrative, financial, and personnel functions. Provides a variety of administrative and staff support services. Assists in preparation and control of records, statistics, and reports regarding operations, personnel, etc. Coordinates projects and/or processes specific to operating unit serves. Serves as administrative liaison with others within and outside hospital. Resolves routine questions and problems, referring more complex issues to management.

Essential Functions

• Arranges appointments and meetings; coordinates meeting and agenda materials.
• Supports staff in completion of projects and performs assigned duties in absence of supervisor/manager.
• Organizes major meetings including distributing materials, arranging for refreshments, and preparing nametags; records meeting minutes through the use of shorthand or rapid long hand to maintain an accurate record of decisions.
• Schedules appointments; maintain and updates supervisor’s daily calendar.
• Answers telephones, routes callers, takes messages, and provides routine information to callers.
• Composes letters and memoranda from dictation, verbal direction, or from knowledge of hospital policy or procedures; edits and corrects data on routine documents.
• Formats special reports and presentations including tabular displays, graphics, and overhead transparencies using Microsoft Office Suite products.
• Operates a personal computer, word processing equipment and software, calculator, FAX machine, copy machine or related office machinery in performing assigned duties.
• Makes air travel arrangements directly or through travel agencies; makes arrangements for ground transportation and hotel reservations; documents travel expenses and accurately prepares appropriate expense reports.
• Inventories and orders office supplies regularly.

Volunteer Services

• Oversees new volunteer onboarding, ensuring all steps are completed & communicates progress with staff.
• Ensures all budget tracking is up-to-date and accurate.
• Assists in the maintenance of Auxiliary and department documents as needed.
• Assists with mass communication to volunteers, including emails, letters, and newsletters.
• Tracks Auxiliary statistics & shares with appropriate departments.
• Ensures volunteer areas and office are stocked with necessary supplies.
• Assists Auxiliary bookkeeper & Board of Directors with daily and monthly gift shop sales entries.

Cardiac Supports

• RN Structural Heart Coordinator (SHC) in meeting registry requirements for TAVR/MC/Watchman follow up data.
• Works in multiple databases simultaneously to gather required patient records.
• Schedules follow-up appointments for TAVR/MC/Watchman and enters information into patient record.
• Maintains patient educational materials.
• Supports process improvement efforts, utilizes Vizio software for process mapping workflow.

MINIMUM QUALIFICATIONS

• EDUCATION: High school diploma, general education degree (GED), or one-year certificate from college or technical school required.
• EXPERIENCE: Four (4) years of skilled administrative staff support experience , or an equivalent combination of relevant education and experience required.
• PROFESSIONAL SKILLS: Proficiency in Microsoft Office Suite products required.