Administrative Assistant II

JOB DESCRIPTION

The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands, and work environment conditions. Position descriptions are reviewed and revised to meet the changing needs of the organization.

TITLE:

Administrative Assistant II

JOB OVERVIEW:
The Administrative Assistant serves as a coordinator for the Vice President and Directors of Valley Medical Center's Clinic Network and is responsible for the efficient operations of administrative activities within the department. The Administrative Assistant is responsible for the execution of secretarial and clerical duties in a timely and organized manner, the scheduling of leadership meetings and travel, and the maintenance department policies and files.

DEPARTMENT:
Clinic Network

WORK HOURS:

Monday through Friday

REPORTS TO:

Vice President, Clinic Network

PREREQUISITES:

* Associate's Degree or higher preferred.

* Minimum of three (3) years experience in an administrative assistant position or related required. Prior experience in a healthcare setting preferred.

QUALIFICATIONS:

* Capable of comprehending, executing, acting, and directing independently.

* Able to communicate effectively in oral and written form.

* Able to discern priorities and manage timelines, while meeting deadlines and managing priorities.

* Demonstrates effective interpersonal skills.

* Ability to provide administrative support to the organization at the executive/administrative level.

* Required competency with Microsoft Word, Outlook, Excel, PowerPoint and Tableau.

* Experience with project management and/or process improvement highly preferred.

UNIQUE PHYSICAL/MENTAL DEMANDS, ENVIRONMENT AND

WORKING CONDITIONS:

Must be able to use computer for prolonged periods of time. May entail long periods of sitting uires ability to multi-task with ease and meet tight deadlines to support the various needs of the perioperative and imaging leadership and education teams.

PERFORMANCE RESPONSIBILITIES:

* Generic

Job Functions:

See Generic

Job Description for Administrative Partner

* Essential Responsibilities and

Competencies:

* Provide administrative support to the Vice President of the Clinic Network, Directors, and other leadership positions in the department. Interface with hospital managers and leaders outside of the Clinic Network.

* Schedule meetings for the Clinic Network leadership team and effectively discern priorities and anticipate impact for management of calendars.

* Support leadership in preparing meeting packets and presentations. Maintain meeting minutes as requested and communicate effectively with staff or managers to facilitate accurate and timely submittal of meeting minutes.

* Manage Continuing Education funds and reimbursements. Assist with administering the department budget.

* Assist with monitoring personnel evaluations and required routine managerial reports. Assist with compiling department or hospital data as needed.

* Provide EPIC and Tableau reports for leadership such as those related to Key Performance Indicators.

* Provide assistance to leadership with Kronos and Compass with basic timecard edits.

* Offer initial response to public inquiries in absence of administrator and seeks counsel when required.

* Recognize issues that may impact department effectiveness and share observations as appropriate.

* Assist with supporting SharePoint sites, planning department events, and arranging applicant interviews, travel, and accommodations.

* Maintain department policies and inform hospital staff and leaders on Clinic Network and hospital administrative procedures.

* Maintain confidentiality in all written and verbal communications.

* Organize and maintain department files and documents.

Revised: 2/2026

Grade: NC-03

FLSA: NE

CC: 7019

Job Qualifications:

PREREQUISITES:

* Associate's Degree or higher preferred.

* Minimum of three (3) years experience in an administrative assistant position or related required. Prior experience in a healthcare setting preferred.

QUALIFICATIONS:

* Capable of comprehending, executing, acting, and directing independently.

* Able to communicate effectively in oral and written form.

* Able to discern priorities and manage timelines, while meeting deadlines and managing priorities.

* Demonstrates effective interpersonal skills.

* Ability to provide administrative support to the organization at the executive/administrative level.

* Required competency with Microsoft Word, Outlook, Excel, PowerPoint and Tableau.

Experience with project management and/or process improvement highly preferred.