Executive Assistant Senior - Onsite, Jefferson Hospital

Job Title

Administrative Assistant

Job Description

Provides administrative and secretarial support to Senior Executives; performs a wide range of administrative duties; handles multiple assignments simultaneously, and develops tracking system. Facilitates overall working relationships with management throughout the Health Network as well as external contacts.

Essential Responsibilities

Manages calendars to include arranging meetings, appointments and travel arrangements. Prioritize and use judgment in managing schedule conflicts and changing demands on Executive's time. Coordinate and schedule meetings and appointments for Executive to ensure effective use of management resources. (50%)

Creates, types, and edits correspondence, prepares documents, compiles material for presentations, prepares presentations and communication packages. Complete necessary meeting materials in time for scheduled meeting. In this capacity, regularly engages in variety of contacts inside and outside organization, interacting with high level management and physicians. (20%)

Reads and prioritizes all incoming mail, assigns work, routes, responds, and initiates informational requests. (10%)

Initiates and responds to informational requests including policies, procedures and regulations, report preparation, and correct source for answers. Provide research and administrative support to special projects, preparing data, reports, analysis and follow-up on projects in a timely manner. Compose correspondence, memos, and reports as instructed (including various patient and employee service excellence correspondence). Take dictation and/or transcribe from handwritten material or tape recorder. Type, format and proofread a variety of materials including correspondence, memos, reports, charts, statistics, minutes of meetings, etc. (10%)

Establishes and maintains a filing system including correspondence, board reports, confidential files, and accounting records for department expenses. (5%)

Assist with preparation, tracking, and management of the department's budget. Coordinate and track work flow, schedules, projects, and committee decisions through the department or hospital to ensure that paperwork is complete/accurate/appropriate, and follow-up services are provided in a timely manner. Prepare various paperwork (contract coordination form, personnel requisitions, purchase requisitions, authority for payment vouchers), and ensure that payment/reimbursement is made and follow-up when necessary. (5%)

Performs other duties as assigned or required.

Qualifications

Minimum

• High school graduate or equivalent, plus additional job related training.
• 5 - 7 years prior job-related experience.
• Demonstrated Microsoft Office, Excel, PowerPoint & Office Grammar/Spelling experience/skills.
• Ability to exercise good judgment and decision making skills.

Preferred

• Associate's Degree.