What are the responsibilities and job description for the ADMIN SECRETARY position at System Support?
DEPT: PATIENT CARE SERVICES
Full-Time
Administrative support for System Vice Presidents and Directors spanning across Nursing, Service Line, and Physician Advisor programs.
- Scheduling meetings/appointments
- Conference room scheduling/approval
- Takes and distributes meeting minutes
- Photography / Videography scheduling
- Event management / logistics coordination and planning
- Makes travel arrangements for executives, as required. Coordinates registration, airline tickets, lodging, transportation, travel advances and reimbursements, schedules, meals, etc.
- Recognize and guard confidentiality in a broad range of issues
- Coordinate meetings with other senior administrators; elicit cooperation in calendar adjustments for all participants; set-up and follow-up meeting arrangements (off-sites, food, reservation, agenda, etc) with clear communications and collegial follow-up to participants’ secretaries.
- Assists with correspondence, mail, telephone calls, emails, messages, etc.
- Document / spreadsheet / presentation assistance
- Work on ad hoc and sustained project issues with VPs, Directors and managers.
- Develop data into Excel spreadsheets and create routine formulas.
- Download and format information into useful tables.
- Develop board level material including PowerPoint from draft notes.
- Manage the periodic entry and reporting of the Balanced Scorecard, Department Volume Dashboards, and monthly market share reports.
- Appropriately completes purchase requisitions, check requests, expense reports, time sheets, etc., for the department
- Completes financial department transfers
- Orders office supplies, which are carefully monitored and costs are held to a minimum
- Budget reconciliation assistance, as needed
- Manage the department’s filing system both electronically and hard copies that intuitively allows recall of source documents spanning several years.
- Submits work orders
- Project assistance and coordination
Other duties and functions as assigned based
Education: High school graduate required. Associates degree preferred.
Experience: Five years of advanced secretarial experience required.
Skills/Other: Typing proficiency a minimum of 40 words per minute with 85 – 95% accuracy. Proficient in Microsoft Office Suite including Word, PowerPoint, Excel, and utilizing Internet capabilities. Ability to adapt to changing technology. Verbal/written skills, confidentiality, integrity, honesty, positive and cooperative attitude required. Must be able to work under high pressure/stressful conditions, and possess:
- Strong interpersonal skills including excellent customer service
- Ability to prioritize, managing multiple tasks, and provide support to multiple executives concurrently
- Ability to troubleshoot issues without executive involvement
- General administrative skills such as composing and typing meeting minutes, copying, scanning, and document arrangement
- Strong organizational and time management skills
- Self-starter with ability to function independently
- Ability to gather, understand, and organize complex data
