Admin Secretary, Corporate Office

JOB SUMMARY

Performs clerical and administrative support functions for various members of the Executive Management Team, in order to increase and enhance their productivity at the executive level.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Welcomes physicians, patients, employees, visitors, and vendors (guests) to the Administrative Suite, and offers assistance.
• Announces guests, and offers refreshments to waiting guests.
• Maintains a neat, welcoming, and professional decor in the reception area, conference rooms and training rooms, and work rooms in the Administrative Suite, as well as at personal work area.
• Answers the Administrative suite phone lines; takes and distributes messages as appropriate and/or assists callers.
• Collects and distributes mail twice daily.
• Prepares routine and advanced correspondence including letters, memoranda, and reports.
• Schedules meetings and coordinates calendars of Executive Management Team as directed.
• Coordinates room use requests for the conference and training rooms in the Administrative Suite.
• Manages hospitality services for the department members and guests, as assigned from time to time.
• Responds to conflict situations with tact and professionalism.
• Responsible for confidential and time sensitive materials.
• Utilizes technology in an efficient and effective manner to provide superior services to personnel supported.
• Other duties as assigned.

CORPORATE CULTURE RESPONSIBILITIES

• Follow established corporate and department-specific policies and procedures.
• Attend all corporate and department-specific required training.
• Uphold MCC’s Purpose, Values, and Vision.
• Abide by MCC’s Corporate Culture Responsibilities. 
• Perform other duties as may be assigned cheerfully and willingly.

Requirements

EDUCATION/EXPERIENCE REQUIREMENTS

• Minimum education requirement is high school diploma or GED.
• Two years prior experience in a professional administrative assistant support role.

KNOWLEDGE, SKILLS AND ABILITIES

• Displays customer services skills, strong interpersonal skills, close attention to detail, and excellent verbal and written communication skills. 
• Be a person of integrity and character, willing to embrace change and make a positive impact in the lives of patients and co-workers.
• Ability to work with staff members at all levels of the organization in a cooperative, team-oriented manner.
• Displays computer proficiency (i.e. PC windows and MS Office environment) and ability to quickly learn new applications. 
• Proficient in use of English language both in written and verbal communication. 
• Must be able to communicate with individuals of varying socio-economic backgrounds.
• Displays ability of giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Professional demeanor and recognition of privacy considerations for patients and families.
• Ability to identify and resolve problematic situations.

PHYSICAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

• Strength (Lift/Carry/Push/Pull): Sedentary (exerting up to 10 pounds of force occasionally)
• Standing/Walking: Occasionally; activity exists up to 1/3 of the time
• Keyboarding/Dexterity: Frequently; activity exists from ¾ of the time
• Ability to look at a computer screen for extended periods.
• Ability to perform constant repetitive hands and finger motions.
• Ability to work in various positions (standing, sitting, bending, and walking) for extended periods of time.
• Ability to physically perform all tasks necessary to complete required duties, to include ability to navigate the entire medical campus.
• Talking (Must be able to effectively communicate verbally): Yes
• Seeing: Yes
• Hearing: Yes

EMOTIONAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

• Must exhibit stable work behaviors daily.
• Must possess adequate individual coping skills.
• Ability to remain calm and professional regardless of workload or time constraints.   
• Must be able to work under stress and remain calm and professional.    

WORK ENVIRONMENT

• Exposed to frequent and constant interruptions in daily functions/schedule.  
• Must be available to customers and staff throughout the day.  
• Required to work extended hours to meet deadlines and to participate in various assigned committees.