FACILITIES ADMINISTRATIVE ASSISTANT

divh2Facilities Administrative Assistant/h2pResponsible for implementation and maintenance of the information systems inclusive of paper, electronic and telecommunication methods. Provide and manage the daily clerical and administrative support to optimize workflow procedures in the office. Functions in a clerical role to ensure the efficient operation of the department by employing a wide range of business and information skills. Creates necessary documents, reports and presentations for department with attention to detail. Assists in education and training of the support staff with clerical standard work and new systems and procedures along with performance continuous improvement initiatives. Support the department with management, office, and clinical personnel as well as working across Independence Health System departments with a team approach. Works with minimal direction and oversight, is communicative and a team player, is organized, and can prioritize readily while completing tasks timely. Position is the point of reference for all queries, requests or issues and will be an integral part of the departments workforce./ppPreferred background in HOA management, property leasing or real estate administration./ppEssential Job Functions/pulliAnswers phones, takes messages, answers question and handles inquiries within capacity. Redirects calls as needed. Interprets incoming messages and notifies leaders or appropriate staff of information requiring immediate attention./liliMaintains filing systems as assigned and supports applicable software systems as required./liliPrepares and disseminates correspondence, memos and forms. Transcribes and distributes letters, memoranda, statistical and information reports, and other documents when needed./liliPerforms duties associated with special project assignments./liliProvides clerical support to various hospital and system wide committees./liliResponds to and resolves administrative inquiries and questions./liliCoordinates and schedules travel, meetings and appointments as needed./liliPrepares meeting agendas and materials; arranges for meeting rooms and completes meeting minutes./liliMaintains calendar appointments allowing maximum time efficiency./liliMaintains office supplies and coordinates maintenance of office equipment./liliManages paperwork, scheduling, and communication/coordination with administrative staff/department managers./liliCoordinates payroll functions and assists in staff scheduling as needed./liliWorks with manager to identify opportunities for department performance improvement and monitors activities./liliOther duties as assigned./li/ulpCompetency and Experience [Knowledge, Skills and Abilities]/ppRequired Qualifications/Experience/pulliHigh School Diploma, GED or higher level of education./liliOne (1) to three (3) years of experience in administrative role./liliStrong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment./liliStrong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience./liliKnowledge of basic office equipment./liliProficient in modern office practices and procedures./liliAbility to multi-task and prioritize assignments with attention to detail./liliProficiency in Microsoft Office; Outlook, Excel, Word, and PowerPoint (additional software programs as needed)./li/ulpPreferred Qualifications/Experience/pulliAssociates Degree in related field./liliExperience in Healthcare setting./liliCompletion of medical terminology course./liliCompletion of transcription course./li/ulpLicense, Certification Clearances/pulliAct 34-PA Criminal Record Check from the PA State Police system/li/ulpPosition Type/Expected Hours of Work/pulliIncumbent will be scheduled based on operational need (rotate shifts, standby, on-call, etc.)./liliTravel may be expected locally between System locations./li/ulpEqual Employment Opportunity/ppIndependence Health and its affiliated companies are Equal Opportunity Employers. It is their policy to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran status, or genetic information, or any other classification protected by law. Independence Health and its affiliated companies will comply with all applicable laws and regulations./ppDisclaimer/ppThis job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Moreover, duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice./p/div

Independence Health System