Employment Type:

Full time

Shift:

Day Shift

Description:

As a senior-level administrative assistant, oversees or provides comprehensive administrative support within one or more major functions or business units (e.g., large medical department, executive suite, or similar-level area). Independently composes, and prepares non-routine correspondence, scheduling, and coordinates complex meetings. Gathers and analyzes data to develop non-routine reports, and may develop preliminary budget recommendations, projections, and forecasts. Anticipates department and managements’ needs and takes initiate to develop action plans to meet those needs. Acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns and recommends course of action to resolve.

PRIMARY DUTIES AND RESPONSIBILITIES

Independently prepares non-routine correspondence, documents and reports.  Develops a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex. Proofs and edits final materials for accuracy, consistency and clarity, and may submit for approval.  Handles/processes information of a confidential or highly sensitive nature on a daily basis.

Performs a wide variety of administrative duties with high volume and complexity.  Assignments are broad in nature and usually require originality and ingenuity; as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent. 

Develops filing systems, internal mailing processes and procedures.  Accountable for sensitive and confidential data, which may include personnel, payroll, attendance, billing, work, and purchase orders.  Manages incoming and outgoing mail, correspondence, reports, and memoranda. 

Prepares non-routine responses to incoming correspondence, researches and distributes materials to managers or others, including necessary background information.  Independently handles many department inquiries, referring requests to others as necessary.   

Researches, compiles and analyzes data from multiple sources for reporting.  Prepares reports and statistics to develop recommendations based on subject matter knowledge.  Operate/manage databases and software to maximize capacity, responsible for data integrity used for quality assurance, statistical reporting and/or other purposes.

Schedules or directs large and complex meetings, conferences, and programs requiring sensitivity to issues, priorities, protocol, etc.  Attends meetings, makes travel arrangements, and coordinates calendars and schedules of supported personnel.

May provide preliminary analysis and develop budget recommendations, forecasts and projections by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies.  May be given delegated authority to authorize expenditures in accordance with defined policies.  May recommend and implement procedural changes; answer non-routine and/or sensitive inquiries; provide oral and/or written interpretations/procedures for unusual administrative problems referred by contacts inside and outside the organization. 

On a day-to-day basis, deals with staff, physicians, executives, medical professionals, board members, patients, and corporate and external customers.  Responds to inquiries regarding organizational services, records and other matters by utilizing in-depth knowledge of organizational operations, and ability to interpret established organizational policies and procedures.

Places, receives, and routes telephone calls and messages.  Screens and prioritizes calls. Receives, greets, and screens visitors, patients and/or employees.  Ensures amenities are available.  Directs visitors and deliveries to appropriate areas.

Performs purchasing activity.  Responsible to determine the needs for office and medical supplies.  Coordinates maintenance and repair of office equipment; keeps work and visitor areas clean and well-organized. Assists with development of materials for capital expenditure requests. 

Performs a variety of general secretarial and administrative duties such as medical transcription, copying, collating, running errands, assembling and distributing packets, mailings and memos.  Also performs duties and more complex special projects specific to the functions and needs of the department.

Identifies and solves complex operational problems (e.g., budgeting, purchasing, billing, equipment, and space), and may exercise ingenuity to develop methods or procedures to resolve recurring or unusual problems.  Applies advanced knowledge and skills of organization’s policies and procedures to resolve conflict in a