Facility: Wellstar West Georgia Medical Center

Job Summary:
The Administrative Assistant I provides standard and routine administrative and clerical duties for the Director and Assistant Directors of the department, including but not limited to collecting/consolidating/distributing department statistical data, preparing documents for presentation, faxing/receiving documents, and ordering/maintaining records of purchase. Maintains all office files including policy and procedures. Assists with department budget preparation and distribution and various staffing reports. Attends monthly management/ staff meetings and records/distributes minutes. Assists in other various operational duties including but not limited to, meeting scheduling, routing phone calls and communication and ordering supplies.
Core Responsibilities and Essential Functions:
Operations
- Provides administrative support to ensure efficient daily operations of department
- Oversees office operations and ensures office activities comply with policies and procedures.
- Coordinates, attends, prepares materials for and/or takes minutes at meetings and special events.
- Prepares charts and graphs for reports and presentations.
- Reviews incoming correspondence and identifies items of special interest to management;
- handles routine correspondence and prepares appropriate responses
- Screens items that can be routinely handled and prepares appropriate responses.
- Organize and manage comprehensive schedules
- Prepare and revise documents including presentations, emails, reports, and agendas
- Assist with developing presentations and meeting materials
- Set up efficient systems to organize work flow including but not limited to filing, incoming and outgoing mail and correspondence, to-do lists and emails
- Prioritize and facilitate Leadership projects
- Maintains databases and spreadsheets; may also analyze data and design/generate associated reports
- Create and maintain spreadsheets for tracking various department data, information, requests and supplies.
- Compile financial, statistical data and reports as assigned. Office

Administration
- Orders office supplies and maintains inventory
- Ensures office machines (e.g. phones, printers, copiers, and fax) are in working order and may perform routine troubleshooting, as needed
- Provides oversight for general day-to-day office operations
- Coordinates meeting spaces and arrangements
- Ensures administrative and procedural processes are upheld
- Addresses administrative and procedural issues as needed
- Monitors and tracks expense transactions, at times against a stated budget
- Assists with routine human resources activities (i.e., new employee orientation, maintenance of personnel files, updates to Human Resources)
- Prepares or assists in the preparation of budgets, proposals, status reports and financial statements
- Reviews and processes expense reports for leadership and staff Communication Development and Production
- Prepares correspondence and communication materials
- Oversees production of communication pieces including proofing and dissemination
- Uses word and data processing software to complete necessary correspondences, database entries, and reports
- Responds to emails and phone calls promptly and professionally
- Manage follow up communication on issues and provide reminders
- Attends monthly management/ staff meetings and records/distributes minutes
Required Minimum Education:

• High School Diploma General or GED General

Required Minimum Experience:
Minimum 3 years directly related experience, Required
Required Minimum Skills:
Ability to type 60 WPM. Knowledge and skills using PC.
Ability to effective communicate over phone, in person and in writing.
Strong proofreading skills.
Ability to read, interpret, and apply hospital and department policies and procedures,
Able to transcribe and convey messages.
Able to create and maintain effective and positive working relationships with others.