Admin Asst - Dept Head

Summary

These duties and responsibilities described below represent the general tasks performed on a daily basis; other tasks may be assigned.

Type Correspondences, Reports, Policies and Procedures

• Distribute typed materials within 2-4 days, or as requested; ensure the finished copy is neat, in good form, and contains no spelling or typographical errors
• Exercise good personal judgment to set priorities for assignments / projects
• Maintain confidentiality in sensitive situations within and outside of the department at all times
• Type dictation transcriptions from tapes or rough notes by the time / date specified
• Make and distribute copies as requested
• Compose correspondences, when applicable, on own initiative and as requested
• Type policies and procedures, make copies, and distribute them to all appropriate parties in a timely fashion
• Follow through to ensure revised policies are approved by the manager / CEO

Support Meetings

• Type meeting agendas, notices, materials, and minutes for staff meetings
• Send meeting notices and minutes to Committee members and staff
• For staff meetings, send out agenda 1 week prior
• Create and bind meeting materials three (3) days before each meeting, or as requested
• Submit minute drafts to the appropriate staff person within 2-4 days of the meeting

Administrative Support to the Department

• Answer telephone within 3-4 rings, and in a polite, professional manner between the hours of 7 : 30 A.M. and 4 : 00 P.M., Monday through Friday
• Promptly and appropriately follow-up as needed
• Written telephone messages are to be delivered promptly, and include caller's name, date and time of call, phone number, and message
• Submit work orders and notify Facilities supervisors and Mechanics of emergent issues using both phone and radio communication.
• Tactfully screen calls and handle messages according to the degree of urgency implied or stated
• Always maintain discretion / confidentiality of sensitive information

Assist Supervisors in a Variety of Administrative Matters

• Personnel actions, resolving payroll issues, staffing surveys, blood drives, United Way, etc.

Manage All Departmental Mail

• Open mail and distribute to the appropriate person or department
• Call the Director's attention to important matters within 2-3 hours of receipt
• Personally deliver highly confidential materials and urgent items to the specified recipients

Maintain Appointment Calendar for Hospital Automobiles

• Inventory the gasoline credit card usage to ensure the card is used minimally, but is available when needed
• Check the charges against the bill to make sure the correct billing occurs with no abuse
• Schedule hospital vehicles for service, inspection, and needed repairs
• CRMC’s contact with the Virginia Department of Motor Vehicles
• Maintain a list of employees driving Chesapeake Regional Medical Center cars, and work with insurance company to ensure proper insurance coverage
• If insurance company reports an employee has more than 8 minus points, notify supervisors to remove employee from a driving position

Update Recall List, Departmental Address, Birthday and Phone List

• File material in the appropriate files within 3 days for prompt retrieval

Prepare Work Orders, Check Requests, Purchase Requests, and Other Forms

• Prepare within 1-2 days of request, with no errors, and forward same to appropriate department for processing.
• Copies are pended to assure follow-through

Order Copy Paper for Copiers and Fax Machines and Other Office Supplies (PRN)

• Order as needed

Process Payroll Accurately and in a Timely Manner

• Process payroll accurately and in a timely manner

Alternate Business Systems Administrator (BSA)

• Develops Requests for Service (RFS). Tracks repair requests and assures follow‑through

Coordinate Schedule for Director of Facilities and Construction

• Schedule, cancel, and reschedule appointments, as needed, without error and giving adequate notice to those involved
• Exercise excellent judgment to prevent time loss and meeting conflicts
• Meet with the Director regularly to review issues relating to priority activities
• Make travel arrangements and hotel reservations as requested
• Prepare and process necessary paperwork in a timely manner, without error

Maintain Department Management Information System

• Collect financial and productivity data from accounting and payroll reports, utility invoices, and other sources, then convert the data to the proper units and develop visualizations (charts, graphs, etc.) to depict monthly and annual performance trends
• Perform Ad Hoc studies to determine the cause of performance anomalies and / or the effectiveness of new programs
• Provide current graphs, charts and tables to the Director, VP, and Operations Manager to facilitate discussions and analysis of department's performance
• Maintain current dashboard indicators to quickly identify areas of concern
• Analyze historical data and provide reports to assist in projecting budget units of service and their cost

Attend Required Hospital-Wide Orientations, Meetings, and In-Services

• Attend required hospital-wide…