Sr. Administrative Assistant

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Coordinates and performs administrative functions of the Department. Coordinates and performs assigned special projects.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or equivalent

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Experience in clerical work

2. Previous office experience

3. Medical terminology knowledge

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.
 

1. Schedules appointments and meetings for assigned manager, director or executive.  Maintains calendar for assigned manager, director, executive or other support department staff.

2. Provides clerical/secretarial support to manager/director/or executive and staff as assigned.

3. Acts as the initial administrative contact with patients and families regarding follow-up for customer service or patient care complaints.  Listens empathetically and documents information in a clear, concise and detailed manner.  Relays information to appropriate hospital staff for review.

4. Maintains data base listings (addresses, internal and external contacts, vendor lists etc.)

5. Answers telephone, receives and delivers messages via electronic e-mail, fax, phone or fax.

6. Coordinates and sets-up activities for meetings and special functions.  May include but not limited to; internal and external management meetings, luncheons, team outings and other functions as requested.

7. Maintains vendor contact.  Reviews invoices to determine accuracy and coordinates payment with accounting department.

8. Welcomes and provides assistance to special visitors.

9. Prepares spreadsheets and presentations as requested.  Effectively uses Microsoft and other computer applications, (power point, word, excel).

10. Effectively uses all means of electronic (e-mail, voice mail, paging, phone, and paper memo’s) to relay information to internal and external staff.

11. Records, transcribes and distributes unit based meeting minutes.

12. Completes supply ordering accurately and in a timely manner, following up on backorders as needed.

13. Shares reliable, accurate, concise, relevant information in a timely manner to staff and co-workers.

14. Demonstrates appropriate use of electronic distribution lists.

15. Practices active and receptive listening skills to ensure productive results.

16. Routinely completes mail runs – distributing mail to appropriate areas.

17. Assists with special projects or assignments.

18. Maintains confidentiality in all interactions.

19. Maintains accuracy in Kronos.  Reviews assignments and reconciles timecards.  Follows up with staff as appropriate to resolve discrepancies.  Provides resource support for Kronos to other staff.

20. Constructs staff schedules for assigned units.  Prepares schedules by established deadlines.  Provides assistance to scheduling coordinator.

21. Follows hospital, state and federal guidelines for ensuring safe environment for workers, patients and public.  Ensures compliance by staff to hospital, governmental and insurance regulations.

22. Communicates and interacts with clients, families, visitors, physicians, departmental and hospital staff and the public in general in a manner that demonstrates professionalism and concern for the individuals' need(s).

23. Remains current and responsive to changes in healthcare delivery, standards established by professional organizations, regulatory and accrediting bodies and the needs of the organization.

24. Participates in the processes to assess and improve the services provided and compliance with regulatory requirements.  Reports results assessment and improvement processes to the appropriate administrative levels.

25. Willingly accep