Administrative Assistant II

Roles and Responsibilities

• Supports the Senior Director of Support Services to ensure the Support Service Department operates smoothly.
• Answers the telephone in a pleasant and courteous manner, identifying the department and paging supervisors for urgent needs within an acceptable time frame.
• Generates monthly employee status, work completion summary, and open work order reports for the first week of each new month.
• Purchases all supplies requested by the departments’ staff and enters them into the hospital’s purchasing system.
• Types letters, memos, reports, studies, and other documents as requested by the department director or supervisor within established deadlines.
• Prepares Safety Meeting material for monthly safety meetings, attends meetings, takes minutes, and transcribes them within 72 hours.
• Aids in the preparation of Safety Meeting material and updates and files documentation for JCAHO and DPH inspections.
• Assists in managing the electronic Work Order Management System for Facilities and EVS, including creating, assigning, and updating work orders.
• Coordinates with the biomedical company to ensure all bio-medical work requests are documented and tracked for prompt completion.
• Schedules, organizes, and attends semi-annual Environment of Care meetings for hospital departments and off-site locations.

Leadership Capabilities

• May provide guidance and support to others while acting as a resource, trainer, and/or preceptor.

Minimum Qualifications

• Education: High school diploma or equivalent.
• Experience: Related experience in a similar departmental setting preferred but not required.
• Skills, Knowledge & Abilities: Verbal and written communication skills, proficiency in Microsoft applications (Outlook, Word, Excel, PowerPoint, Access), Meditech, and the internet.

Functional Demands

• Physical Demands: Prolonged sitting and repetitive skills such as typing and filing.
• Office Setting: Non-essential functions.