Administrative Assistant to Department Chair

Under general supervision, provides moderately complex administrative secretarial support to an individual or group, and assists with the coordination of office operations.

Associates degree or equivalent

Three years' experience (Additional education beyond high school may be substituted for experience).

• General knowledge of and skill in the practical application of office practices, procedures, and equipment; of business English, spelling, punctuation, grammar and arithmetic.
• Skill in composing general correspondence;
  Proficient in Microsoft Outlook, Word, Excel, PowerPoint, Adobe Acrobat and skill in using a variety of office software and database applications.
• Skill in understanding and following oral and written instructions, and in communicating effectively both orally and in writing.
• Skill in planning, organizing, prioritizing, and executing multiple and continuing assignments with general instructions.
• Skill in proofing office correspondence, forms, and other work product for typographical errors, spelling, grammar, and punctuation.
• Skill in performing basic arithmetic calculations.
• Skill in accurate alphabetical and numeric filing.
• Ability to type quickly and accurately.

• Employee has knowledge and understanding of patient and workforce safety as it relates to job duties.

• Demonstrates competency in the delivery of care and applies the knowledge to meet age‑specific needs if applicable.

• Provides administrative and secretarial support for regular and special meetings for Gilchrist corporate office and Board of Directors, including room reservation, appointment invitations, agenda, documents and follow‑up.
• Schedules and coordinates meetings, appointments, and travel. Calls attention to appointments and assembles background materials. May attend meetings, prepare agendas, presentations, handouts and minutes/notes.
• Screens telephone calls and visitors, taking care of routine matters, and ensuring timely and confidential customer‑focused service. Answer inquiries following general instructions and departmental procedures. May cover a reception area and or phone back‑up support utilizing the Open Scape Contact Center telephone system.
• Types and formats a variety of documents such as letters, memoranda, reports, presentations, meeting minutes, and forms from a rough draft, using a variety of software applications; proofreads work for typographical errors, spelling, grammar, and punctuation. Composes correspondence as assigned and independently prepares recurring correspondence.
• Opens, screens, sorts, and distributes incoming mail and prepares outgoing mail.
• Exercises initiative in establishing, setting up, and maintaining the organization of the office record keeping systems, and enters, updates, and retrieves information stored in files and databases.
• Gathers materials, obtains documents and background information, and assists in development and preparation of a variety of confidential, specialized, and/or recurring reports and other purposes in accordance with specific instructions.
• Assists with researching information from a variety of sources.
• May order supplies, equipment repairs and services. Maintains records of service contracts and equipment repairs.
• Coordinates and/or maintains policy manuals and applicable resource materials for department/unit, using electronic, web‑based, or manual tools and resources.
• May coordinate the scheduling of meeting rooms and associated services (catering).
• May set up audiovisual equipment such as multiple and single image slide projection, video projection and microphones, etc.
• Assists with the coordination & distribution of employee recognition items.
• Assists with organization of employee events including set up and clean up. Assists with special projects and other duties as assigned.

Respect

I will treat everyone with courtesy. I will foster a healing environment.

• Treats others with fairness, kindness, and respect for personal dignity and privacy.
• Listens and responds appropriately to others' needs, feelings, and capabilities.

Excellence…