Administrative Assistant

Job Description

Under limited supervision, independently provides broad-scale administrative, project and operational support affecting multiple complex departments and/or the organization, which require high‑level skills and knowledge of departmental and organizational policies and procedures. Utilizes considerable judgment in interpreting departmental policies to resolve routine to complex inquiries or problems, serves as primary liaison with other departments. Develops, recommends and implements administrative and operational protocols for the department.

Prepares a wide range of documents; composes, edits and proofreads correspondence and reports; creates and maintains spreadsheets and databases and produces reports; edits and proofreads documents to ensure accuracy. Performs duties involving mathematical calculations and general accounting procedures. Supervises assigned lower‑level administrative staff.

• ADMINISTRATIVE COORDINATION:
  Develops, recommends and implements administrative and operational protocols for the department, anticipates, plans, and coordinates activities and projects to effectively manage assigned responsibilities. May serve as Timekeeper for the department and administer time‑record and attendance policies.
• RECEPTION, INFORMATION & INQUIRIES:
  Greets and directs patients/parents, internal staff, and external visitors; accepts, screens, and routes telephone calls. Answers inquiries, provides forms and information, or resolves complex problems concerning activities and operations of the department.
• APPOINTMENTS, MEETINGS & EVENTS:
  Coordinates and schedules appointments, interviews, meetings or events; exercises discretion and judgment to coordinate complex calendars for multiple individuals and groups. May schedule logistics for seminars and conferences.
• CORRESPONDENCE, REPORTS & DOCUMENTS:
  Creates, composes and edits complex technical and/or administrative correspondence and documentation; creates forms, flyers and templates.
• STATISTICS/RECORDS MAINTENANCE & REPORTS:
  Researches information, compiles statistics, gathers and computes data, prepares scheduled and ad hoc statistical, budget and narrative reports, and summarizes or replies to inquiries.
• ADMINISTRATIVE SUPPORT
  
  ACTIVITIES:
  
  Provides instruction and training to others, maintains and expands competencies, encourages team compliance. May travel to other campus locations for duties integral to the position.
• DEMONSTRATES KNOWLEDGE of age‑related differences and cultural sensitivity in interactions with patients and families.
• DEMONSTRATES SUPPORT for the mission, values and goals of the organization through consistent professional behavior.

• Directly supervises lower‑level administrative support staff (1–3 FTEs).

• GED or high school required; associate’s or bachelor’s degree preferred with 5 – 7 years progressively increasing experience directly related to the duties and responsibilities or equivalent.
• Strong working knowledge of Microsoft Windows operating system, intermediate to advanced Microsoft Word and Excel; basic Microsoft Access database skills.
• Working knowledge of scheduling and/or patient records or billing software such as IDX or SMS.

• N/A

• General math and accounting procedures.
• Departmental/organizational policies and procedures.

• Intermediate to advanced word processing and spreadsheet skills.
• Experience with multiple department‑specific database applications and the organization’s time‑&‑attendance system.
• Proficiency using basic office equipment such as copier, fax, calculator and multi‑feature phones.

• Attend to administrative detail with initiative, problem‑analysis techniques, good judgment and confidentiality.
• Work with all levels of the organization to resolve complex problems and meet customer needs.
• Multi‑task and problem‑solve with knowledge of multiple programs and the organization.
• Organize and manage projects, resources and establish priorities.
• Effectively supervise employees, participate in staffing decisions, employee development and performance management.
• Make administrative and procedural decisions and judgments.
• Communicate effectively, orally and in writing.
• Focus on customer needs and follow through.
• Research, gather, review data and compile accurate reports with deadlines.
• Maintain calendars and schedule appointments using electronic scheduling software.
• Create, compose and edit written materials.
• Function in a fast‑paced environment with strong attention to detail.