Administrative Assistant

The Administrative Assistant works independently to perform administrative support duties requiring considerable knowledge and judgment regarding departmental procedures and policies. This role includes researching information composing correspondence and preparing regular and/or special reports. 

Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the Chief.

Coordinate and prepare for high-level departmental meetings including agenda preparation documentation and follow-up on action items.

Facilitate communication between the Chief departmental staff and external parties to ensure clear and timely dissemination of information

Support the department�s academic missions by organizing academic events lectures and conferences including logistics invitations and marketing materials.

Assist in the preparation and editing of grant proposals research manuscripts presentations and reports to support the department's academic and research initiatives.

Oversee and manage special projects with a focus on departmental growth and development ensuring alignment with strategic objectives.

Coordinate the onboarding process for new departmental faculty and staff including orientation schedules and necessary documentation.

Maintain confidentiality of all sensitive communications and records.

Assist in travel reimbursement requests preparation expense tracking

Perform ad hoc tasks and provide comprehensive support as needed to facilitate the smooth operation of the department and the execution of the Chief�s responsibilities.

Types a variety of materials including correspondence. Corrects grammar and punctuation edits for content and revises wording at own discretion.

Composes rough and final drafts of memos emails power point presentations scholarly documents including manuscript and conference posters correspondence and reports according to own knowledge of situation; signs routine correspondence in own name. Designs and prepares new forms.

Answers telephone and receive visitors into the area. Ascertains needs establishes priorities and investigates background material often resolving matters on own authority.

Maintains Chief�s administrative calendar while coordinating and clearing around clinical obligations for most appointments.

Schedules coordinates and attends inter-departmental meetings. Take and issue meeting notes.

Administratively supports two Medical Directors in addition to Chief as well as faculty members of the Department as required.

Drawing on a wide range of experience and knowledge of supervisor�s activities departmental services the functions of various departments throughout the hospital and those of other organizations. Interacts with all levels of personnel. Exchanges information coordinates schedules investigates problems and resolves matters within scope of own authority.

Maintains departmental records including such confidential information as budget payroll patient and personnel data. Initiates files updates and purges records as necessary including data entry storage and retrieval software.

Supports and leads projects as required.

Monitors department budgets reviewing requests for purchase additional personnel etc. against budget allowances; authorizes allowable requests and obtains further information on questionable items before discussing with supervisor. Ensures that FTE reporting is correct and if not work to ensure that is corrected.

Maintains inventory and orders office supplies at own discretion according to knowledge of usage patterns and budgeted allowances. Prepares and follows up on purchase orders.

Assumes major responsibility for recurring programs or special projects utilizing a wide range of knowledge and exercising considerable independent judgment in seeing project to its completion.

Operates such office machines as personal computer photocopier and dictation equipment.

Provides functional guidance to new employees regarding the clerical operations policies and procedures of the department.

Performs other duties as assigned.

Bachelor�s degree or equivalent experience in healthcare administration business or related field preferred. High school graduate or General Equivalency Diploma required.

EXPERIENCE:

A minimum of one year administrative support experience is required including that period on-the-job to learn procedures specific to the department. Prior experience supporting medical professionals highly desired

Exceptional organizational and time management skills with the ability to prioritize tasks and manage multiple projects simultaneously.

Strong communication skills both written and verbal with the ability to interact effectively at all levels of the organization.

Proficiency in office software including Microsoft Office Suite and experience with electronic medical records (EMR) systems.

Ability to work independently as well as part of a team in a fast-paced and complex environment.

Discretion professionalism and a commitment to confidentiality.

The ability to exercise considerable independent judgment in the performance of most daily duties.

Proficient typing skills are required in order to prepare a variety of materials. Must have exceptional Microsoft Office Word and Excel skills.

Good knowledge of English grammar punctuation and spelling to correct and edit written materials; understanding of medical terminology is most often required.

A high level of organizational skills to coordinate supervisor�s schedule and help support the team.

Ability to perform analysis of numerical data involving the use of mathematical formulas as well as routine tabulation.

A high level of interpersonal communication skills to effectively represent the supervisor in interaction with all levels of personnel within and outside the hospital.

The ability to operate a variety of office equipment is required.

SUPERVISORY RESPONSIBILITY:

None.