Administrative Assistant- Quality Managment *40hrs/wk

Requisition #: req8045

Shift: Days

FTE status: 1

On-call: No

Weekends: No

General Summary:

Under limited direction, the Administrative Assistant (AA) performs complex and detailed administrative support functions to facilitate the smooth operation of the department. The AA exercises considerable discretion and independent judgment to analyze, disseminate, respond and escalate complex, sensitive and confidential information requests. 

Requirements:

• Five (5) years of experience providing management level professional administrative support required.
• Professional administrative support and 5 years executive experience preferred.
• Proficient in Microsoft Word, Excel, Access, PowerPoint , Visio with desktop publishing a plus
• Demonstrated high level of written, verbal and interpersonal communication skills.
• Able to work effectively and efficiently under tight deadlines, high volumes and managing multiple projects.
• Possess excellent public relation skills, both internally and externally.
• Advanced degree of independent judgment and interpersonal skills.
• Able to deal with very sensitive issues in a tactful, positive and confidential manner.
• Able to work independently with little supervision with the demonstrated ability to work effectively as a team member.

Essential Functions and Responsibilities:

1. Provides high level administrative support for the director and department staff as needed.
2. Manages the day to day office functions including: ordering supplies, reviewing and prioritizing in and outgoing mail, processing and tracking invoices and purchase orders, and maintaining files and administrative records.
3. Answers, responds and resolves telephone calls for assigned director and refers calls to appropriate individuals in the organization when necessary.
4. Schedules all internal and external meetings for the director and department staff as needed.
5. Prepares agendas and agenda materials for meetings, arranges meeting set-up, distributes notices, catering requests, and coordinates the RSVP process. Attends all required meetings in order to record, prepare and distributes the meeting minutes.
6. On behalf of the department director, generates professional level correspondence to leadership, physicians, staff and contacts from other institutions, businesses, and government. Creates newsletters and bulletins when necessary.
7. Arranges travel itineraries and reservations, seminar and conference registrations for director and department staff.
8. Prepares expense reports and tracks and verifies monthly hospital credit card statement expenses and reconciles monthly credit card statements online.
9. Gathers and prepares data and completes special reports and surveys as required by various agencies with which the hospital is affiliated. Maintains established legal documents, policies, procedures and plans.
10. Under limited direction, oversees complex special and ongoing projects.
11. Assists in coordinating external and internal meetings for community, hospital, and other departments. Prepares packets, presentation materials and power point slides for various committee meetings and special projects. 
12. Performs other duties as assigned. These may include but are not limited to: Maintaining a current knowledge base of department processes and procedures for patient care, pursuing self-directed learning and continuing education opportunities, and participating on committees, task forces, and work groups as determined by management. Ordering of supplies