ADMINISTRATIVE ASSISTANT

Overview

Provides administrative/clerical support to Nursing Directors/Nurse Managers and staff; performs diverse

administrative functions; coordinates day-to-day functions for designated management personnel; prepares,

coordinates and types complex, multi-departmental confidential information. Embodies the Memorial Health

System Performance Excellence Standards of Safety, Courtesy, Quality, and Efficiency that support our mission,

vision and values.

 

Qualifications

Education:

· High school graduate required, associates or bachelor’s degree preferred.

Experience:

· Three years secretarial or comparable clerical experience preferred.

Medical Office Assistant

certificate or one (1) year of business or other related college coursework combined with 1 year of clerical

experience may be considered in lieu of three years of clerical experience.

Other Knowledge/Skills/Abilities:

· Demonstrated ability to type a minimum of 60 wpm required.

· Proficient in the use of Microsoft Office products required.

· Excellent oral and written communication skills required.

· Excellent language, grammar and composition skills required.

· Excellent interpersonal skills required.

· Proven decision-making and problem-solving skills.

· Demonstrated initiative, self-direction, and motivation.

· Excellent organizational skills.

· Demonstrated open/global communication skills with multiple requesters.

· Light physical effort. Demonstrates initiative, self-direction, motivation, and proven ability to work successfully

with a variety of people and disciplines

Responsibilities

Interacts with co-workers, visitors, physicians, and other hospital personnel in a manner that enhances service delivery and promotes positive relationships. Illustrative tasks and expectations include, but are not limited to, the following:

· Performs all routine administrative and secretarial functions for Nursing Directors and other members of the Nurse Management Team as assigned.

· Acts as preceptor as needed.

· Receives and delivers telephone and electronic messages promptly, accurately and professionally.

· Behaves in accordance with Behavioral Standards and MHS Statement of Values.

· Performs errands as requested.

· Encourages a team approach within the administrative assistant work group.

 

2. Performs routine office procedures accurately and in a timely manner. Illustrative tasks and expectations include, but are not limited to, the following:

· Opens incoming mail and routes appropriately; brings urgent information to the attention of the appropriate management staff as well as prioritizing and responding to appropriate information.

· Photocopies/collates written material.

· Arranges meetings/secures conference rooms.

· Develops and updates excel spreadsheets, control charts and graphs as assigned. Notes trends and recognizes deviations.

· Completes special projects (i.e. coordination of semi annual nursing division retreats).

· Attends, prepares and distributes meeting minutes as assigned.

· Accurately types correspondence, transcribes manual information, creates forms, reports, grids and graphic projects in a timely manner.

· Maintains and improves computer skills as needed to accommodate appropriate management requests.

· Coordinates management and maintenance of assigned nurse management offices.

· Is available as a resource to other administrative assistants, staff and others.

 

3. Promotes efficient and effective functioning of the department/hospital. Illustrative tasks and expectations include, but are not limited to, the following:

· Complies with established policies, procedures and guidelines.

· Meets punctuality and attendance expectation.

· Uses designated lines of communication and authority.

· Identifies/supports efforts to reduce costs.

· Consistently utilizes time and resources effectively and efficiently.

· Maintains cleanliness of service area and equipment.

· Cooperates with all members of the healthcare team.

· Enthusiastically supports and participates in planned changes.

· Accepts responsibility for accurate and timely completion of tasks as assigned.

· Works together with other administrative assistants in the department to accomplish projects and encourages the team approach to problem solving.

· Manages large amounts of sensitive, confidential information concerning personnel; financial; information contained in minutes, letters and other documents.

· Actively participates on multidisciplinary work teams.

 

4. Performs procedures/tasks specific to assigned unit/department.