Senior Administrative Assistant - St. Mary’s Hospital Administration

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Scheduled Weekly Hours:

40

Work Shift:

Days (United States of America)

Senior Administrative Assistant - St. Mary's Hospital Administration

This position is located on site at St. Mary's Hospital and supports the CNO, ACNO, CMO & HR Strategic Partner.

PRIMARY FUNCTION/GENERAL PURPOSE OF POSITION

Provides secretarial, clerical, and administrative support services such as drafting and preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects as assigned.   Coordinates meeting agendas and materials.  Duties require a thorough knowledge of areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects.  Must be able to handle a fast-paced environment, prioritize, and remain poised. 
 

ESSENTIAL JOB FUNCTIONS:

• Performs a wide variety of typing duties such as composing correspondence, preparing forms, tables, charts, records, statistical tables, schedules, and so forth which are often confidential in nature. Types, copies, and distributes complex administrative reports, statements, rosters and so forth.
• Gathers information and data and drafts and prepares special reports/analyses for review by supervisors.  Work requires skills related to proofing and editing reports, correspondence, and the like for accuracy, sentence structure and readability as well as drafting correspondence and reports, performing semi-complex arithmetic calculations when preparing administrative reports, and developing and overseeing the maintenance of record keeping and filing systems at a level normally acquired through completion of one year of business school. Five or more years of progressively more responsible secretarial/administration work experience, preferably at an executive level.  Proficiency in operation of a desktop PC, word processing software (e.g., Microsoft WORD), PowerPoint, e-mail, and facsimile and electronic typewriting equipment.
• Provides secretarial, clerical, and administrative support services such as preparing correspondence, scheduling meetings, maintaining files, conducting special projects
• Reviews correspondence, memoranda, and routine reports prepared by others for supervisor to ensure proper format, typographical accuracy, adherence to procedures, and all necessary background information is attached.  Submits materials for supervisor's review.
• Reviews and screens visitors and telephone calls, ascertains callers’ needs and tactfully refers caller to appropriate personnel.  Responds to inquiries concerning general administrative activities and operations and refers complex and/or sensitive inquiries to appropriate person(s).   Answers inquiries concerning activities and operation of subordinate departments by referring to and interpreting established policies and procedures.
• Regularly engages in a variety of contacts inside and outside the Hospital in order to obtain or relay information, arrange meetings, gather data, and so forth often dealing with executives, medical staff or important outsiders.  In absence of, or as directed by supervisor, may be required to relay confidential or sensitive information.
• Receives, and reads incoming correspondence, reports, memoranda, and the like; screens items which can be routinely handled, prepares appropriate responses and forwards remaining materials to supervisor or others along with necessary background information.
• Serves as front desk contact to include greeting and directing visitors, distributing faxes, receiving packages from couriers, etc.
• Arranges meetings, conferences, schedules, interviews and appointments, completes travel arrangements, and maintains supervisor's business calendar.
• Establishes, maintains, and revises recordkeeping and filing systems and classifies, sorts and files correspondence, articles, records and other documents.
• Schedules, prepares all necessary materials, maintains mailing lists, and coordinates all logistical aspects of meetings, lectures, and other events.  Records and types minutes of the nursing leadership meetings and distribute.

REQUIRED QUALIFICATIONS:

• High School graduate.
• Previous work experience required in an administrative/secretarial capacity
• Experience in healthcare.
• Good working knowledge of medical terminology.
• Five or more years of progressively more responsible secretarial or administrative work experience.