Administrative Assistant

Overview

The Administrative Assistant is accountable for performing administrative tasks relative to the operation of the Hospital.

Special Instructions

Responsibilities

Administrative Support

• Assists in the preparation for various meetings by gathering and assembling relative data.

• Responds to communications directed to the Administrator and other staff members as required.

• Provides administrative services to the Hospital including, but not limited to, transcription and distribution of minutes, scheduling of appointments as needed, and maintenance of records and files.

Correspondence & Document Preparation

• Prepares word processing documents, rough and final drafts of correspondence and reports, procedure manuals, and other various documents.

• Prepares Excel documents.

• Prepares PowerPoint documents.

• Verifies document format with requesting personnel.

• Proofreads materials for spelling, grammar, punctuation, and accuracy.

• Ensures documents are distributed in a timely manner.

• Prepares photocopies of materials as instructed.

• Enters statistics into existing spreadsheets for monthly reports.

• Prepares meeting minutes.

• Prepares reports in response to requests.

• Maintains confidential information.

Office Supply Management

• Maintains office supply inventory to ensure sufficient supplies are available.

• Prepares requisition forms for needed supplies.

• Ensures supplies are maintained in an orderly manner.

Communication

• Answers telephone calls in a timely manner (by the third ring).

• Takes complete and accurate messages as necessary.

• Transfers calls correctly while maintaining a customer-friendly approach.

• Acts as receptionist for the department, screening visitors and inquiries.

• Schedules appointments and maintains appointment records for department leadership.

Miscellaneous Duties

• May make travel reservations for the department.

• Responsible for distribution of mail.

• Prepares meeting arrangements, orders food service, schedules room preparation, and prepares packets and handouts as needed.

• Performs special projects including collecting, organizing, and reporting data utilizing Windows and Excel.

• Performs other duties as assigned.

Specific Accountabilities

• Accountable for assisting in the preparation and follow-up of various meetings.

• Accountable for gathering data and preparing reports, correspondence, and related documents.

• Accountable for providing administrative services for the department head and other staff members.

• Accountable for producing neat and accurate final copies of letters, minutes, reports, and other documents.

• Accountable for maintaining accurate and orderly records and files.

• Accountable for maintaining confidentiality of Hospital and personnel matters.

• Performs all duties as relevant and appropriate to the position.

Qualifications

Education

• Associate Degree in Secretarial Services preferred.

• High School graduate with commercial business courses.

Experience

• Minimum of five (5) years experience in a secretarial position.

Required Skills, Knowledge & Abilities

• Must be proficient in secretarial skills, Windows, Word, Excel, Access, PowerPoint, and other computer skills.

• Must have demonstrated ability to accurately type 70 WPM.