Employment Type:

Full time

Shift:

Day Shift

Description:

• • Position Purpose:

    Work Remote Position

    (Pay Range: $21.5178-$32.2766)

    Provides secretarial support and administrative assistance to an office, department and/or function in order to support area mission, operations and services in an efficient and effective manner.  Provides problem solving, works independently and assists with ad-hoc special projects. Possesses a thorough understanding of department and/or organizational structure, operations, services, goals and key personnel and maintains optimum functionality of office services with minimal supervision. 

    ESSENTIAL FUNCTIONS

    Knows, understands, incorporates and demonstrates the Trinity Health (TH) mission, vision and values of Trinity Health in leadership behaviors, practices and decisions.

    Oversees, monitors and maintains calendaring system. Coordinates and schedules multiple and cross-functional meetings; utilizes proactive planning to ensure meeting details are attained.  Organizes, prepares and distributes meeting materials and agendas.  Arranges phone coverage, food service and logistics. 

    Coordinates travel and conference arrangements; organizes lodging and logistical services.  Prepares itineraries and related materials.

    Monitors and manages electronic communications.  Reviews, screens and prioritizes incoming telephone calls and visitors.  Responds to routine inquires by determining appropriate response and providing general information; refers inquiries and visitors to appropriate area as needed.

    Reviews, summarizes and prioritizes incoming mail.  Prepares outgoing mail and packages for shipment.  Contacts appropriate operational area to verify and coordinate shipping, handling and delivery services.

    Performs word-processing, typing and editing of technical and confidential correspondence, memorandums, agendas, narrative documents, and reports requiring the use of office automation equipment and various software and application packages.  Prepares and manipulates detailed charts, graphs and spreadsheets; develops and manages databases.  May transcribe correspondence and meeting minutes as needed.  

    May independently initiate and compose routine and non-routine correspondence for supervisor’s signature.  Prepares internal communications regarding own operational area of responsibility (e.g., office equipment, phones, events) as needed. 

    Assists staff with the preparation of various reports, special projects, narrative documents, presentation packets/binders and informational materials. Compiles, summarizes and formats data.  Develops charts, graphs and spreadsheets.   Establishes, utilizes and maintains database systems.

    Maintains expense records and monitors disbursements, reimbursements, requisitions, payroll and department budget information.  Orders, monitors and maintains office equipment and supplies.  Performs basic mathematical computations and prepares appropriate paperwork, summaries and reports.  Responds to requests and resolves problems by contacting appropriate operational area and/or personnel. 

    Oversees, organizes and monitors office workflow.  Prioritizes work assignments and adapts accordingly.  Initiates follow-up on pending matters.  Responds to information requests and general inquiries or refers to appropriate resource.  Resolves day-to-day operational problems as needed.

    Performs general office functions.  Copies, faxes and distributes documents.  Operates and maintains standard office equipment.  Sets-up, organizes and maintains manual and computerized file systems. 

    May provide back-up coverage to other administrative support positions positions, co-workers and/or other team members to ensure continued uninterrupted operations and services.

    Participates in continued education and training to ensure skills and competencies are current.  Keeps abreast of changes to internal policies, procedures and processes.

    Performs related work as assigned.

    Maintains a working knowledge of applicable Federal, State and local laws and regulations, Trinity Health’s Integrity and Compliance Program and Code of Conduct, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.

    MINIMUM QUALIFICATIONS

    High school graduate with coursework and specialized training in secretarial science and/or general business office procedures.  Additional coursework in business office methods and practices from a vocational technical institute, business school or community college preferred.  Undergraduate coursework from an accredited c