MUSCP - Administrative Assistant - Health East Cooper Medical Pavilion in Mt. Pleasant

Job Description Summary

Provide general administrative support to the Director/management team and assist with site activities: Must interact professionally and be able to communicate effectively. Collects, reviews and analyzes data and prepares reports, charts, budgets, and other presentation materials. Responds to or routes routine inquiries from external or internal sources with own correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. May be responsible for creating reports and distributing on a regular schedule. Has advanced word processing, spreadsheet, and graphics software skills.

Entity

University Medical Associates (UMA) Only Employees and Financials

Worker Type

Employee

Worker Sub-Type​

Regular

Cost Center

CC001994 UMA AMB MULT East Cooper Clinic-Administrat CC

Pay Rate Type

Hourly

Pay Grade

Health-23

Scheduled Weekly Hours

40

Work Shift

Job Description

• Provide general administrative support to the Director/management team and assist with site activities.
• Reserve rooms and schedule meetings as requested.
• Coordinate travel arrangements for conferences, events, and meetings.
• Receive and screen incoming telephone calls in a courteous and professional manner.
• Sort and distribute incoming correspondence, including mail, faxes, and emails.
• Schedule and coordinate appointments and meetings. Also secure conference lines if needed.
• Prepare accurate documentation and complete tasks in a timely manner.
• Record and distribute minutes for meetings.
• Perform other clerical duties to include copying, faxing, scanning and filing.
• Submitting documents to Legal
• Pricing and setting up catering or purchasing items for event/meeting for staff.
• Setting up conference room tables for meetings and assist meetings with the smart screen as needed
• Initiate, complete, organize and track human resource activities:
• Accurately prepare appropriate paperwork for new hires, transfers and terminations as needed.
• Ensure timely, accurate processing of key paperwork as required by policy.
• Maintain HR unit files ensuring compliance with regulatory requirements.
• Ensure employee actions (recruiting, hiring, promotions, and separations) are processed in a timely manner.
• Assist in departmental new hire orientation process as needed.
• Monitor annual requirements.
• Maintain continuing education files, licenses, certifications and, competencies.
• Creating and keeping employee files up to date (created new files for all employees with check list to help track files to keep up to date.
• Assist Director with timekeeping for management team
• Assist managers at all sites with Time edits, Overtime reports, missed punch reports
• When manager is out help to facilitate all time is completed and approved
• Perform procurement functions in accordance with established policies and procedures
• Coordinate the procurement of equipment and supplies ensuring appropriate quantities are available.
• Ensure budgetary records are accurate and readily available.
• Identify cost containment opportunities for the department.
• Allocate charges on Purchasing Card and reconcile monthly.
• Ensure all necessary forms and reports are correct, concise and completed in a timely manner.
• Assist in renewals of service/maintenance agreements for equipment
• Assist with special projects and other operational activities as requested
• Organize and maintain project files and databases.
• Prepare correspondence, reports, presentations, documentation and as required.
• Effectively communicate updates and project plans to stakeholders.
• Oversee the tracking, assessments and updates of completed projects and reporting to key stakeholders.
• Rounding with staff to make sure everything is working well and if they need any help with anything, then reporting finding to the managers or placing work orders as needed
• Working with property management to place work orders and to help facilities locate where they need to be in the building to complete the work and working with Biomet to have any of the medical equipment fixed
• Working with marketing and different groups from downtown with sign placement in the sites
• When interns are scheduled to be on site helping to facilitate their schedule, taking them on tours and speaking to the department or area on site they have interest in to see if they can shadow the area to observe
• Updating and tracking Room grids
• Assisting with the space approval process by creating and updating monthly the room grids to kno