Administrative Assistant

Company Description

Located in Largo in the heart of Prince George’s County, our new state-of-the-art regional medical center (UM Capital Region Medical Center) will provide improved access to primary and ambulatory care services, and serve as a tertiary care center for critically ill patients. In addition, our new space will allow us to expand our offerings as a community partner to help improve the health status of Prince George’s County residents.

Job Description

Full time, Day.

Laboratory Department

POSITION SUMMARY

Supports the efficient day-to-day operation of the department by performing administrative duties (e.g. typing, copying, filing, data entry, appropriately routing phone calls, mail distribution and greeting visitors, etc.)

Principal Duties:

1.   Answers electronic communications and phone calls, directing calls to appropriate parties or takes messages.

2.   Performs general office duties such as establishing and maintaining official documents and records in appropriate files; ordering supplies; sorting and distributing mail, including faxes and emails.

3.   Conducts research, compiles data and prepares correspondence/documents for consideration

4.   Greets and screens visitors and assist and answers routine questions.

5.   Reviews a variety of materials, including reports memos, and letters for content and recommends changes were appropriate.

6.   Maintain department and assigned management team member’s calendar and coordinates appointments

and department events.

7.   Prepares check requests, orders and maintains office supplies as needed.

8.   Coordinates events and functions with other departments as necessary.

9.   Performs other administrative duties as assigned.

Customer Service:

1.   Greets customers in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.

2.   Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open ended questions, such as “How may I be of help to you?” using the customer’s name as soon as it is learned.

3.   Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.

4.   Keeps customer’s information confidential, including public places such as elevators or the cafeteria.

5.   Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.

6.   Demonstrates commitment to excellent service recovery when a customer’s expectations have not been met.

Commitment to Co-Workers:

1.   Offers assistance to colleagues and other departments when needed.

2.   Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines.

3.   Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.

4.   Mindful and respectful of others’ time and schedules. Attends meetings on time and communicates any absences.

5.   Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department

Communication Etiquette:

1.   Respectful, courteous and professional in all forms of communication and follows facility’s service communication protocol in all interactions.

2.   Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.

3.   Does not text or use e-mail during meetings (except for exigent or emergency situations).

4.   Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).

5.   Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate).  Asks permission before placing the caller on hold or using the speakerphone.  If caller is transferred, gives the caller the extension number of the person he or she is being transferred to.  Offers further assistance to the caller upon completing the conversation.

6.   Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.

7.   Returns email and voicemail messages promptly but no late