Administrative Assistant

Administrative Assistant

The Administrative Assistant is accountable for performing administrative tasks relative to the operation of the Hospital.

Major

Activities:

• Assists in the preparation for various meetings by gathering and assembling relative data.

• Responds to communications directed to the Administrator and other staff members as required.

• Provides administrative services to the Hospital including, but not limited to transcription and distribution of minutes, scheduling of appointments as needed and other staff members and maintenance of records and files.

Produce correspondence and other materials as assigned:

a. Prepares word processing documents rough and final drafts of correspondence and reports, procedure manuals, and other various duties.

b. Prepares excel documents.

c. Prepares power point documents.

d. Verifies format with the requesting personnel.

e. Proofreads materials generated for spelling, grammar, punctuation, etc.

f. Insures documents are distributed in a timely manner.

g. Prepares photocopies of materials as instructed.

h. Enters statistics into existing spreadsheets for monthly reports.

i. Prepares minutes to meetings held

j. Prepares other reports in response to request.

k. Maintain confidential information.

Maintain an inventory of office supplies:

a. Maintains office supply inventory to insure sufficient supplies are available.

b. Prepares requisition form for needed supplies.

c. Insures supplies are kept in an orderly fashion.

Communication:

a. Answers telephone in a timely (by third ring) manner.

b. Takes complete and accurate message as necessary.

c. Transfers calls correctly being customer friendly at all times.

d. Acts a receptionist for the department; screens visitors, etc.

e. Schedules appointments and maintain records of appointments for department head.

Miscellaneous Duties:

a. May make travel reservations for department.

b. Responsible for distribution of mail.

c. Prepare meeting arrangements, order food service, and schedule room preparation, prepare packets and handouts as needed.

d. Performs miscellaneous duties as requested by department head that may include special projects such as collecting, organizing, and reporting data utilizing Windows and Excel.

e. Perform other duties as assigned.

Specific Accountabilities:

• Accountable for assisting in the preparation and follow-up of various meetings.

• Accountable for gathering data and preparing reports, correspondence, etc.

• Accountable for providing administrative services for the department head and other staff members.

• Accountable for producing neat and accurate final copy of letters, minutes, reports, etc.

• Accountable for maintaining accurate and orderly records and files.

• Accountable for performing functions and maintaining confidentiality of Hospital and personnel matters.

Performs all duties as relevant and appropriate to the position.

Education:

• Associate Degree in Secretarial Services preferred.
• High School graduate with commercial business courses.

Required Skills, Knowledge, and Abilities:

• Must be proficient in secretarial skill, Windows, Word, Excel, Access, PowerPoint and other computer skills.

• Must have demonstrated ability to accurately type 70 WPM.

• Minimum of five (5) years experience in a secretarial position.