Administrative Assistant - Temporary Position

Job Summary

Under the general supervision of the assigned executive(s), the Administrative Assistant provides administrative support services for one or more executives including coordination, planning, and managing of schedules, meetings, events and assigned projects. She/he may interact with the community, patients, and employees as a representative of Administration. She/he strives for superior performance by consistently providing a product or service to leadership and staff that is recognized as ultimately contributing to the patient and family experience. Recognizes and demonstrates understanding of patient and family centered care.

Primary Job Responsibilities

• Plans, organizes and maintains the schedule of the executive(s) as needed.
• Responsible for the coordination and preparation of assigned Board Committee materials; attends and transcribes minutes of Board Committee meetings which can include early mornings and occasional evenings.
• Drafts agendas, meeting notices, meeting packets, attends, and transcribes minutes for the executives team and project meetings.
• Prepares and monitors reports as needed.
• Coordinates travel arrangements, hotel accommodations, speaking engagements, and seminar requests; processes expense reports for reimbursement of travel, etc.
• Coordinates correspondence by typing, distributing, sorting, and maintaining copies of incoming and outgoing correspondence; creates, edits, prints, distributes, and maintains copies of documents.
• Provides back-up support for other Administrative Assistants.
• Specialized work as assigned which may include contract administration, special events coordination, Joint Commission/regulatory support, or other assignments as is necessary.
• Demonstrates knowledge of and supports hospital mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality statements, corporate compliance plan, customer service standards, and the code of ethical behavior.
  
  

Departmental And Additional Job Responsibilities

• Other job duties as assigned.
  
  

JOB SPECIFICATIONS

EDUCATION

• Two year certificate, technical school or equivalent combination of education and experience.
• Bachelor’s degree preferred.
  
  

Experience

• Three years of experience as an administrative assistant with emphasis on customer service skills organizational skills, and quality of work.
• Must be able to work under pressure, adapt to a variety of work environments, and effectively manage frequent interruptions. Must have good verbal and writing skills. Must be able to maintain and assure confidentiality.
• Advanced knowledge of spreadsheets, word processing and publishing, presentation packages, database query tools, browsers and file management (preferably in Microsoft software applications). Must display aptitude for learning other software packages including computerized scheduling and other client server systems.
• Ability to coordinate and manage multiple projects simultaneously.
  
  

Essential Physical Abilities/Motor Skills

• Able to travel independently throughout all Memorial Healthcare facilities.
• Small motor skills required for operating modern computer, office, and telephone equipment as utilized by Memorial Healthcare.
• Ability to sit for extended periods for purposes of computer entry and typing.
• Ability to do forward reaching, bending and pulling to access and move files and work-related materials. Ability to lift 40 pounds for work-related purposes.
  
  

Essential Technical Abilities

• Proficiency using modern office, computer and telephone equipment as used by Memorial Healthcare.
  
  

Essential Mental Abilities

• Ability to adapt and maintain focus in fast paced, quickly changing or stressful situations.
• Ability to read and interpret a variety of documents including, but not limited to policies, operating instructions, white papers, regulations, rules and laws.
• Ability to process vague, abstract, complex verbal and written instructions in daily work routines. Ability to work under stress with frequent interruptions and tight deadlines, and to effectively multitask. Ability to function independently in handling and referring community, visitor, employee and patient calls and concerns. Must be able to communicate clearly and directly, as well as judge the urgency of problems requiring immediate response by appropriate Memorial Healthcare and Foundation administration.
  
  

Essential Sensory Requirements

• Able to see for the purpose of reading information received in formats including but not limited to paper, computer, reports, bulletins, updates, manuals.
• Able to see and hear for work-related purposes.
  
  

Interpersonal Skills

• Ability to interact with co-workers, hospital staff, administration, patients, physicians, the public and all internal and external customers in a professional and effective, courteous and tactful manner, at all times, physically, verbally and in all written and electronic communication.
• Required to remain calm when adversity is encountered.
• Open, honest, and tactful communication skills.
• Ability to work as a team member in all activities.
• Positive, cooperative and motivated attitude.