Department Administrative Assistant - Women & Infants

Job Description

Job Description

Overview

The Department Administrative Assistant is a senior management and director support level administrative assistant role in the NAH Nursing Management and Medical Staff Services departments. This role is responsible for managing and handling administrative requests and high-level assignments and queries from senior managers and Directors. Organizing, scheduling and managing the calendar and administrative workflow for Directors to whom the position reports; including the planning, facilitating and taking meeting minutes, including attendance at Committee meetings and Director and senior level management meetings. The position is responsible for preparing reports, preparing spreadsheets of data, maintaining databases, ensuring workflow and approvals. It ensures the efficient and smooth operation of the senior management and Director level office and its functions.

This role is responsible to write and distribute email, correspondence, letters, forms and other documents on behalf of senior management and directors; update and maintain calendars; update and maintain office policies and procedures for the senior management functional area; maintain office supplies, filing system; book travel arrangements; and gather, prepare, reconcile and submit expense reports. This position is a liaison with other executive assistants and senior administrative assistances to handle requests and queries from senior management. This individual is able to function at a high proficiency as an Administrative Assistant with minimal supervision and demonstrates appropriate decision making skills within established guidelines.

Responsibilities

Administrative
* Maintains rapport with senior management, directors, customers, managers, and employees; sets and manages priorities to maintain work flow of Medical Staff Services or Nursing Management departments.

* Coordinates calendars, agendas and schedules meetings as requested for senior management, directors and/or department staff.

* Provides confidential administrative support to senior management, directors and the department including relating pertinent information regarding any potential problems.

* Maintains procedures for all administrative assistant and office duties, charging, time edits, material management, and quality manual.

* Provides backup coverage for other support staff ensuring completion of assignments. Prioritizes and completes special projects as assigned.

* Maintains continuity of work and operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.

* Facilitates agendas and meetings, and attends staff and other meetings as required or requested. Works with Senior Management and Director to develop and distribute agendas, takes notes, and minutes when necessary and distributes as requested.

* Inventories and reorders all necessary departments equipment/supplies and maintains necessary inventory of floor stock items (varies by location).

* Secures and distributes forms, office supplies and office equipment.
Communication
* Responds to queries from other senior management and Directors to department.

* Answers multi-line telephones, utilizes and troubleshoots photocopiers, utilizes various forms of office equipment, and operates computer ordering system (including utilization or audit of time edit function).

* Prepares and distributes departmental communications to internal staff as directed. Develops and maintains distribution lists for various communications.

* Sorts, opens, and distributes mail and communications to appropriate office staff.

* Creates and distributes correspondence as requested by senior management and Directors.

* Responsible for assisting with workflow of department functions by ensuring accurate, timely and responsive communications within department and between departments.
Compliance/Safety
* Responsible for reporting any safety related incident in a timely fashion through the Midas/RDE tool; attends all safety related training programs; performs work in a safe manner; monitors work environment for possible safety issues and ensures others are also performing work in a safe manner.

* Maintains confidentiality of all department, patient, and employee matters.

* Completes all company mandatory modules and required job specific training in the specified time frame.

* Stays current and complies company policies that impact the employees area of responsibility.

Qualifications

Education:

High School Diploma or GED- Required

Bachelor's Degree- Strongly Preferred

Experience:

Minimum four (4) years administrative assistant, executive assistant, department secretary or office coordinator experience- Required

Minimum two (2) years of customer relations experience- Required
Demonstrated excellent oral and written communication skills, and excellent time management skills, independent action ability to manage agencies and priortize work - Required
Demonstrated attention to detail and problem solving skills, and strong organizational skills and ability to multi-task - Required
High proficiency in MS Office products including calendar management, meeting arrangement and conducting meetings via teams and zoom, and high proficiency in excel and powerpoint - Required

Previous experience with Kronos, Lawson, Halogen, Midas, and Business Objects- Preferred

Healthcare is a rapidly changing environment and technology is integrated into almost all aspects of patient care. Computers and other electronic devices are utilized across the organization and throughout each department. Colleagues must have an understanding of computers, and competence in using computers and basic software programs.