Administrative Assistant III

This role focuses on providing administrative and business support to the organization in order to achieve operational goals.  In addition, this role focuses on performing the following General Administration duties:
Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment.
An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education.  

Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand.

This position ensures continuous, efficient, and smooth operation of the department by performing advanced secretarial duties for an executive.  Involves being a clerk, receptionist, typist and cognizant of customer service and time. Accomplishes these tasks, in part, by assisting callers, taking messages, managing the department’s calendar, placing purchasing orders and maintaining an up- to-date filing system. Handles matters of a routine nature to conserve supervisor’s time.

This position may supervise or oversee the work of others.  
** Job Description
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* Minimum Qualifications:

** 2. Five (5) years of related experience.
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* Preferred Qualifications:

** 1. Seven (7) years of related experience in healthcare.
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* Duties and Responsibilities:

** The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned.
2. Performs complex and confidential secretarial duties relating to personnel issues; maintains confidential and sensitive information.
3. Assists in the scheduling and planning of the annual budget process; tracks financial reporting requirements and budget calendars.
4. Monitors progress of projects or grants; ensures deadlines are met; reviews completed tasks; ensures changes are made as appropriate; ensures spending is within budget.
10. Processes all incoming mail, open and date stamp, organize the schedule of Administrative Manager for action, follow-up, file for review.
20. Attends meetings, as requested, and prepares meeting notes for distribution. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.
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* Physical Requirements:

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* ** Skills & Abilities:
** 1. Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
2. Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English.
3. Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint.
4. Ability to ensure accurate message taking.  
5. Excellent interpersonal skills.
6. Ability to work under pressure.
7. Ability to visualize the big picture independently with minimal supervision and direction.
8. Excellent proofreading skills. 10. Working knowledge of office equipment, such as printers and fax machines.
11. Highly resourceful team player who can effectively work with staff and senior level managers.
12. Ability to adapt to conflicting and/or changing priorities. Tufts Medicine is a leading integrated health system bringing together the best of academic and community health care to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, Melrose Wakefield Healthcare, an expansive home care network and a large clinically integrated physician network, Tufts Medicine has more than 15,000 dedicated employees and caregivers.

The health system came together in 2014 to leverage the experience of its member organizations and integrate their missions to together transform the ways that consumers engage with and experience their care.
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