Administrative Assistant

Overview

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

• 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 maintenance of records and files.

• Prepares word processing documents, rough and final drafts of correspondence and reports, procedure manuals, and other various documents.
• Prepares Excel documents.
• Prepares PowerPoint documents.
• Verifies document format with requesting personnel.
• Proofreads materials for spelling, grammar, punctuation, and accuracy.
• Ensures documents are distributed in a timely manner.
• Prepares photocopies of materials as instructed.
• Enters statistics into existing spreadsheets for monthly reports.
• Prepares meeting minutes.
• Prepares reports in response to requests.
• Maintains confidential information.

• Maintains office supply inventory to ensure sufficient supplies are available.
• Prepares requisition forms for needed supplies.
• Ensures supplies are maintained in an orderly manner.

• Answers telephone calls in a timely manner (by the third ring).
• Takes complete and accurate messages as necessary.
• Transfers calls correctly while maintaining a customer-friendly approach.
• Acts as receptionist for the department, screening visitors and inquiries.
• Schedules appointments and maintains appointment records for department leadership.

• May make travel reservations for the department.
• Responsible for distribution of mail.
• Prepares meeting arrangements, orders food service, schedules room preparation, and prepares packets and handouts as needed.
• Performs special projects including collecting, organizing, and reporting data utilizing Windows and Excel.
• Performs other duties as assigned.

• Accountable for assisting in the preparation and follow-up of various meetings.
• Accountable for gathering data and preparing reports, correspondence, and related documents.
• Accountable for providing administrative services for the department head and other staff members.
• Accountable for producing neat and accurate final copies of letters, minutes, reports, and other documents.
• Accountable for maintaining accurate and orderly records and files.
• Accountable for maintaining confidentiality of Hospital and personnel matters.
• Performs all duties as relevant and appropriate to the position.

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

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

• Must be proficient in secretarial skills, Windows, Word, Excel, Access, PowerPoint, and other computer skills.
• Must have demonstrated ability to accurately type 70 WPM.