Administrative Associate

Job Summary

Provides a wide variety of secretarial and administrative responsibilities in support of directors or other leadership positions of a division or department. Performs various administrative functions to support operations, resolve problems and answer detailed questions, requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures. Involves extensive interaction with diverse populations including the public and visitors, patients and families, medical practitioners and medical center staff.

Essential Responsibilities

• Answers telephones, schedules appointments and maintains calendars, organizes conference calls, makes travel arrangements as needed and prepares for meetings with large numbers of participants.
• Provides support to committees by planning, scheduling and organizing meetings and location, preparing the agenda and related materials, taking and distributing minutes.
• Aids in planning and coordinating programs, seminars and events for the department or division.
• Orders supplies and services and performs other related duties as assigned.
• Maintains department's or division's files and databases.
• Compiles periodic and ad hoc reports using data and information from multiple sources.
• Prepares complex documents and reports with graphics, detailed charts, graphs and stylized formatting for presentations.
• Copies and edits manuscripts and/or other documents which may include scientific, technical or specialized terminology and specialized formatting.
• Composes and edits correspondence, reports and documents for final approval.

Required Qualifications

• High School diploma or GED required.
• Associate's degree preferred.
• 3-5 years related work experience required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications.
• May produce complex documents, perform analysis and maintain databases.

Competencies

• Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
• Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
• Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
• Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature Of The Job

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.

Pay Range

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.