Administrative Assistant Advanced Level
Under general supervision, the Administrative Assistant ensures continuous, efficient and smooth operation of the department. The position accomplishes these tasks, in part, by assisting callers, taking messages, managing the department's calendar, placing purchasing orders and maintaining an up to date filing system. Performs advanced secretarial duties for an executive of the hospital. Handles matters of a routine nature to conserve supervisor's time.
Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.
Monitors short term budget projections
Coordinates special department projects
Independently handles all routine correspondences.
May have access to confidential information at the highest level
Monitors grant/project expenditures.
May coordinate various department projects and programs.
May act as lead for at least 3 other personnel.
Coordinates and provides administrative support for grant applications.
Types correspondence, reports, memoranda, special projects, technical papers and related material for department staff as requested.
Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.
Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements.
Receives, handles, and transfers phone calls and messages within the department promptly and courteously.
Takes and transcribes dictation of a highly confidential nature.
Prepares memoranda and other materials for staff and for business meetings.
Processes and maintains confidential information such as staff personnel files.
Collects information needed by supervisor for conferences and reports.
Enhances professional growth and development through participation in educational programs,
Working hours: 7 AM - 4 PM
Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
Good organizational and communication skills, both verbal and written.
Basic moderate computer skills. Windows (Word, Excel, Access) e-mail and automated scheduling software and the ability to navigate through hospital-based computer systems.
Ability to read, write and spell in English to ensure accurate message taking. Strong telephone and customer service skills.
Strong interpersonal skills are required and changing deadlines and the adaptability to change required.
Ability to work under pressure and changing deadlines and the adaptability to change required.
Level of knowledge generally obtained from completion of a high school diploma or equivalent, plus 6-12 months training in secretarial skills, including typing, word processing, and spreadsheet knowledge and office procedures.
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