Employment Type:

Full time

Shift:

Day Shift

Description:

As a senior-level administrative assistant, oversees or provides comprehensive administrative support within one or more major functions (e.g. large medical department, executive suite or similar-level area). Independently composes and prepares non-routine correspondence, scheduling and coordinates complex meetings. Gathers and analyzes data to develop non-routine reports, and develops preliminary budget recommendations, projections and forecasts. Anticipates department’s and managements’ needs and takes initiate to develop action plans to meet those needs. Acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns and recommends course of action to resolve. May be responsible to train; provide direction or delegate tasks to less senior assistants.

ESSENTIAL FUNCTIONS:

Performs typing and/or word processing of correspondence, documents and reports, usually from rough draft, machine dictation or shorthand . Composes and types/word processes complex and non-routine correspondence, meeting minutes and recurring reports, according to manager’s directions.

Types/word processes a variety of forms, tables, charts, presentation materials, manuscripts, contracts and records that are often complex, sensitive and confidential in nature.

Proofreads and edits final materials for accuracy, consistency and clarity, and submits for approval.

Plans and organizes routine office workflow. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost.

Takes action on items not requiring the personal attention of the manager. Develop, implement and maintain departmental record keeping and filing systems.

Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders. Prepares, maintains and processes a variety of records and logs. Updates records and files.

Assists in preparing complex administrative and statistical reports and projects. Uses knowledge of hospital policies and procedures to perform difficult information gathering, compute complex calculations, interpret and analyze data, draw conclusions and draft narrative results. Prepares recurring and non-recurring reports and analyses for review by manager .

Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting and/or other purposes .

Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities . Attends meetings as requested.

Maintains calendars and schedules of supported personnel. Makes travel arrangements.

Assists in developing and monitoring departmental budgets, forecasts and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures.

Receives and read incoming correspondence, reports, memoranda and mail.

Screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to manager or others with necessary background information.

Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff or influential outsiders. Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature.

Responds to inquiries regarding departmental services, records and other matters by utilizing in-depth knowledge of departmental operations, and ability to interpret established departmental policies and procedures.

Places, receives and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available.

Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness.

Orders and maintains office and/or medical supplies.

Coordinates maintenance and repair of office equipment . Keeps work and visitor areas clean and well organized.

Assists in orientation and training of new clerical staff members.

Coordinates and checks the work of lower classified secretarial or clerical employees within the department.

Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.