Administrative Assistant - Employee Health Services

Under general supervision, provides moderately complex administrative secretarial support to Employee Health Services, and assists with the coordination of office operations.

Education:
Associates degree or equivalent
Experience:
Three years’ experience (Additional education beyond high school may be substituted for experience).
Skills:
• General knowledge of and skill in the practical application of office practices, procedures, and equipment; of business English, spelling, punctuation, grammar and arithmetic.
• Skill in composing general correspondence; Proficient in Microsoft Outlook, Word, Excel, PowerPoint, AdobeAcrobat and skill in using a variety of office software and database applications.
• Skill in understanding and following oral and written instructions, an in communicating effectively both orally and in writing.
• Skill in planning, organizing, prioritizing, and executing multiple and continuing assignments with general instructions.
• Skill in proofing office correspondence, forms, and other work product for typographical errors, spelling, grammar, and punctuation.
• Skill in performing basic arithmetic calculations.
• Skill in accurate alphabetical and numeric filing.
• Ability to type quickly and accurately

Patient & Workplace Safety: 

• Employee has knowledge and understanding of patient and workforce safety as it relates to job duties. 

Patient Population: 

• Demonstrates competency in the delivery of care and applies the knowledge to meet age-specific needs if applicable. 

Principal Duties and Responsibilities:
• Provides administrative and secretarial support for regular and special meetings for Gilchrist corporate office and Board of Directors, including room reservation, appointment invitations, agenda, documents and follow-up.
• Schedules and coordinates meetings, appointments, and travel. Calls attention to appointments and assembles background materials. May attend meetings, prepare agendas, presentations, handouts and minutes/notes.
• Screens telephone calls and visitors, taking care of routine matters, and ensuring timely and confidential customer-focused service. Answer inquiries following general instructions and departmental procedures. May cover a reception area and or phone back-up support utilizing the OpenScape Contact Center telephone system.
• Types and formats a variety of documents such as letters, memoranda, reports, presentations, meeting minutes, and forms from a rough draft, using a variety of software applications; proofreads work for typographical errors, spelling, grammar, and punctuation. Composes correspondence as assigned and independently prepares recurring correspondence.
• Opens, screens, sorts, and distributes incoming mail and prepares outgoing mail.
• Exercises initiative in establishing, setting up, and maintaining the organization of the office record keeping systems, and enters, updates, and retrieves information stored in files and databases.
• Gathers materials, obtains documents and background information, and assists in development and preparation of a variety of confidential, specialized, and/or recurring reports and other purposes in accordance with specific instructions.
• Assists with researching information from a variety of sources.
• May order supplies, equipment repairs and services. Maintains records of service contracts and equipment repairs.
• Coordinates and/or maintains policy manuals and applicable resource materials for department/unit, using electronic, web-based, or manual tools and resources
• May coordinate the scheduling of meeting rooms and associated services (catering)
• May set up audiovisual equipment such as multiple and single image slide projection, video projection and microphones, etc.
• Assists with the coordination & distribution of employee recognition items.
• Assists with organization of employee events including set up and clean up. Assists with special projects and other duties as assigned.

All roles must demonstrate GBMC Values:

Respect

I will treat everyone with courtesy. I will foster a healing environment.

• Treats others with fairness, kindness, and respect for personal dignity and privacy

• Listens and responds appropriately to others’ needs, feelings, and capabilities

Excellence

I will strive for superior performance in every aspect of my work. I will recognize and celebrate the accomplishments of others.

• Meets and/or exceeds customer expectations
• Actively pursues learning and self-de