Administrative Assistant

GENERAL SUMMARY:

Provides administrative and clerical support to the assigned area(s).

PRINCIPAL JOB FUNCTIONS:

1. *Commits to the mission, vision, beliefs and consistently demonstrates our core values.

2. *Tracks and collects data from various internal sources and prepares reports.

3. *Maintains work calendars; schedules external and internal department meetings and interviews.

4. Plans and arranges travel for scheduled conferences.

5. *Records and/or transcribes minutes of meetings.

6. Provides phone coverage for the department(s); screens phone calls and relays messages in a timely fashion, and responds to callers as appropriate.

7. *Types memorandums, correspondence, department emails, policies and procedures, forms, and other monthly and quarterly reports; may type highly sensitive materials requiring a high degree of confidentiality.

8. Sorts and routes incoming department mail; delivers out-going department mail.

9. Maintains departmental files including employee files; tracks required licensure, testing or related documentation.

10. Coordinates the distribution and processing of employee evaluations.

11. *Inventories, orders and coordinates office supply purchases and deliveries with appropriate departmental and supply personnel; orders forms as needed.

12. *Communicates and cooperates with all levels of personnel.

13. Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.

14. Participates in meetings, committees and department projects as assigned.

15. Performs other related projects and duties as assigned.

ADDITIONAL JOB FUNCTIONS:

In addition to the principal job functions contained on the primary job descriptions, the following duties are also required in the department noted above.

1. Utilizes relevant software to produce communication.

2. Provides clerical and reception support to Medical Staff Services.

3. Prioritizes daily work responsibilities; files relevant documentation.

4. Relays verbal instructions and information to physicians and support staff accurately and courteously.

ED Call Support:

Works with Medical Staff to develop specialty-specific ED on-call schedules and distributes to all affected Medical Staff and appropriate Medical Center staff in a timely manner.

Medical Staff/Organizational Support:

1. *Schedule meetings, develops and distributes agendas and prepares minutes for Medical Staff Committees/Departments.

2. *Updates physician computer databases and web-based portals and notifies Medical Center staff and Medical/ Allied Health Practitioner (AHP) Staff of changes and updates.

3. *Maintains a record of pending matters and applicable committee recommendations and keeps appropriate physicians and hospital staff informed of all activities requiring attention/follow-up.

4. *Prepares and distributes medical staff newsletters.

EDUCATION AND EXPERIENCE:

High school diploma or equivalency required. Completion of two-year business school training program focusing on personal computers and general business machines preferred. Minimum of two (2) years experience in an administrative support role required. Prior experience in a comparable position in a hospital setting preferred.

ADDITIONAL REQUIRED CREDENTIALS / CERTIFICATIONS:

Medical terminology knowledge and health care experience preferred.