Administrative Assistant Days- Safety

Position Summary

Provides secretarial and administrative support services to the Safety Department including, but not limited to typing/word processing, proofreading, preparing reports, processing correspondence, scheduling meetings, recording meetings, receiving visitors, maintaining files and conducting special projects as assigned.

• High School Diploma/GED
• Hospital experience is a must
• Coursework should have included English and typing
• Typing speed of 50+ words per minute with minimal errors
• Computer experience required
• Secretarial experience required
• Organizational skills necessary
• Sensitive to cultural and bilingual issues
• Good written and verbal communication skills required
• English reading, writing, and speaking proficiency
• Clear communication with all levels of nursing, administration, and physicians

• One (1) year of administrative work experience
• High degree of competency/experience in general
• Ability to respond to staff needs by interpreting facial expressions and/or verbal communications
• Good communication and organizational skills
• Reasoning ability and independent judgment; works with frequent interruptions
• Professional image projection
• Working knowledge of personal computer and related software applications
• Proficient organizational and computer skills
• Excellent customer service skills

• Promotes the facility mission, vision, and values by effectively communicating them to others
• Performs typing for the administration (memos, correspondence, minutes)
• Demonstrates thorough knowledge of grammar, punctuation, and composition
• Prepares a variety of administrative reports, statements, and rosters; gathers required data
• Gathers information from departments reporting to the EOC Committee, compiles into packets for meetings, and records minutes for each EOC Committee meeting
• Establishes and revises record‑keeping and filing systems, ensuring confidentiality of information
• Maintains meticulous attention to detail, record keeping, and required paperwork
• Distributes mail in a timely manner
• Maintains per‑level office supplies
• Tracks and manages payroll/times for Safety Tech employees
• Arranges meetings and conferences, schedules appointments and interviews, and performs related administrative duties
• Accepts and screens telephone calls, routes them appropriately, responds promptly and graciously, determines urgency, and provides referrals or informs administration as needed
• Tactfully handles difficult situations, maintaining professionalism and courtesy
• Establishes good rapport and cooperative working relationships with hospital personnel
• Performs well under pressure
• Helps conduct periodic audits, maintains records, and prepares reports on safety and health programs and their effectiveness
• Prepares oral and written reports, including technical and presentation reports, tables, charts, slides, and computer‑based presentations; assists in Safety Department presentations
• Responsible for employee identification badge printing and programming
• Maintains facilities compliance documentation
• Utilizes the facility work order system to schedule maintenance
• Coordinates maintenance and preventive maintenance activities with local vendors