Administrative Assistant - Physician Services

Location: Lowell General Hospital Main Campus

Hours: Monday-Friday, 24 hours a week.

- Option 1: (three 8 hour shifts)

- Option 2: (four-five 4-6 hour shifts)

Job Profile Summary 

​This role focuses on providing administrative and business support to the organization in order to achieve operational goals.  In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment.   An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education.  Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand. 

Minimum Qualifications: 

1. High School diploma or equivalent. 

2. Five (5) years of related experience. 

Preferred Qualifications: 

1. Seven (7) years of related experience in healthcare. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Oversees the administration of the Executive’s office; sets priorities; enforces regulations; monitors procedures and recommends changes as appropriate. 

2. Performs complex and confidential secretarial duties relating to personnel issues; maintains confidential and sensitive information. 

3. Assists in the scheduling and planning of the annual budget process; tracks financial reporting requirements and budget calendars. 

4. Monitors progress of projects or grants; ensures deadlines are met; reviews completed tasks; ensures changes are made as appropriate; ensures spending is within budget. 

5. Types correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested. Takes and transcribes dictation of a highly confidential nature.  

6. Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements. 

7. Receives, handles, and transfers phone calls and messages within the department promptly and courteously. 

8. Greets visitors in a friendly, professional manner and direct to appropriate person/place. 

9. Collects and gathers information needed for conferences, meetings, and reports. 

10. Processes all incoming mail, open and date stamp, organize the schedule of Administrative Manager for action, follow-up, file for review. <