What are the responsibilities and job description for the ADMINISTRATIVE SUPPORT ASSISTANT position at Humboldt General Hospital?
POSITION SUMMARY
The Administrative Support Assistant is the first point of interaction for anyone visiting or contacting the HGH Administration Office. This position handles tasks necessary to keep the office running smoothly by providing administrative/secretarial support to the Executive Assistant. The Administrative Support Assistant will also cross-train in performing all daily and routine duties of the Executive Assistant and Medical Staff Credentialing Coordinator to provide coverage in their absence.
TASK LETTER CODE
PRIMARY DUTIES
(Are the essential job tasks or primary responsibilities that the individual who holds the position must be able to perform unaided or with the assistance of an accommodation. For example: “DO” (action verb) “WHAT” (object) – “Collects vitals from patients at the being of the visit according to clinic protocol”.
% OF TIME PERFORMING DUTY
A
Manage the front desk and lobby area.
B
Answer and properly route phone calls, recording messages when necessary.
C
Greet and assist visitors
D
Open mail and distribute appropriately and timely
E
Provide confidential administrative support to Administration.
F
Compose letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.
G
Type correspondence, reports, memoranda, special projects, technical papers and related material as requested.
H
Communicate clearly and tactfully with patients, their families and other staff members.
I
Maintain calendar of events and schedules for educational activities and the use of the conference room and audio/visual educational equipment.
J
Maintain and oversee office supply purchasing and inventory.
K
Schedule office equipment maintenance.
L
Maintain an open line of communication and work cooperatively with other departments, staff and physicians.
M
Maintain confidentiality of all sensitive, confidential and personal information regarding hospital business matters, employees and physicians.
N
Crosstrain in performing all daily and routine duties of the Executive Assistant and Medical Staff Credentialing Coordinator to provide coverage in their absence (including daily/routine activities, schedules, phone, Board of Trustee and any other meeting minutes, credentialing, etc.)
O
Strong communicator with excellent time management and organizational skills and the ability to make decisions with minimal supervision.
P
Other related duties as assigned.
POSITION QUALIFICATIONS
MINIMUM EDUCATION: Must possess a high school diploma or equivalent
PREFERRED EDUCATION: N/A
MINIMUM EXPERIENCE: Previous clerical experience and knowledge of computers and various programs.
REQUIRED CERTIFICATIONS: N/A
PREFERRED CERTIFICATIONS/LICENSES: N/A
SPECIAL SKILLS:
- Demonstrate specific skills in the areas of leadership, organizational development, communication, conflict resolution and diplomacy.
- Possess personal qualities and skills that reflect high standards of ethics, honesty and integrity.
- Possess excellent communication skills with the ability to effectively relate to people at all levels.
- Possess strong interpersonal skills that include approachability, willingness to listen to staff, and respond appropriately.
- Ability to ensure policies are uniformly understood and consistently interpreted and administered.
- Able to read, write and speak the English language in an understandable manner.
- Must be self-motivator with independent judgment skills.
- Previous clerical experience is recommended.
- Possess working knowledge of computers and various programs.
- Possess ability and willingness to work harmoniously with professional and non-professional personnel.
SUPERVISES: N/A
PHYSICIAL DEMANDS: For physical demands and working conditions, see next page.