Senior Administrative Assistant

Senior Administrative Assistant

Location:

Banner Baywood Medical Center, 6644 E Baywood Ave, Mesa, AZ |

Schedule:

Monday through Friday, 8:00 AM to 4:30 PM.

This position supports senior leadership team members by providing clerical and administrative services and assistance of moderate complexity, requiring the use of judgment and discretion on a periodic basis.

• Handles a wide variety of situations and conflicts involving the clerical and administrative function of the office, which often can not be brought to the attention of the executive. This includes summarizing the content of incoming materials, specially gathered information, or meetings to assist their supervisor; coordinating the new information with background office sources; and drawing attention to important aspects or conflict.
• Interprets request and helps implement action, as well as decides whether the executive should be notified of important or emergency matters, as needed. In the absence of their supervisor, ensures that requests for action or information are relayed to the appropriate staff member.
• Coordinates, handles, and/or completes recurring projects or one-time projects, as directed by supervisor.
• Screens telephone calls and visitors, ascertaining who can be redirected to subordinate management. Provides information to callers, including key internal or external sources, which requires comprehensive knowledge of organization policies, practices and operations.
• Maintains supervisor's calendar, regularly arranging meetings, conferences, and appointments without clearance. Arranges hotel and travel accommodations for frequent, extended trips.
• Prepares special or one‑time reports, presentation materials, summaries, or replies to inquiries, selecting relevant information from a variety of sources. May assist in the research, analysis and interpretation of data under the direction of management.
• Performs a broad range of administrative support details on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost impacts on organizational outcomes.
• May hire, train, conduct performance reviews, and direct the workflow for the department staff. This includes completing projects by assigning work to clerical staff and following‑up on results.
• Focuses primarily on the operations of the office of the senior leaders. Responsibilities extend across organizational lines, requiring extensive interaction and involvement throughout the system/facility, as well as the community. This position routinely interacts with senior leaders, board members, physicians, patients, employees, the media, as well as business and community leaders.

• High school diploma/GED or equivalent working knowledge.
• Three to four years of administrative support experience at a progressively responsible level.
• Strong written communication skills to edit and proofread business correspondence and reports.
• Ability to type accurately and efficiently from rough draft and machine transcription or personal dictation, involving standard business vocabulary, using common word processing programs.
• Ability to acquire and utilize a thorough knowledge of organization policies, practices, and operations and oral communication skills to perform routine administrative details, such as arranging meetings, responding to non‑routine inquiries from telephone callers or visitors, and gathering background information for sensitive or confidential reports.
• Ability to analyze routine administrative details of limited complexity, such as resolving minor scheduling conflicts, redirecting mail, etc.
• Excellent oral, written, and interpersonal communication skills to effectively interact with all levels of the organization.
• Professional image, ability to represent the organization appropriately in its relationship with external customers.
• Working knowledge of personal software packages to perform the administrative functions described above.
• Employees working in a Behavioral Health clinical setting that serves children must possess an Arizona Fingerprint Clearance Card at the time of hire and maintain the card for the duration of their employment. An Arizona Criminal History Affidavit must be signed upon hire.

• Associate's degree.
• Additional related education and/or experience.

EEO/Disabled/Veterans Banner Health supports a drug‑free work environment.