ADMINISTRATIVE ASSISTANT

I. Major Responsibilities :

1. Produces correspondence, memos and reports from dictation, drafts, models, etc. Proof reads / edits material for appropriate grammar, spelling and format and style.

Composes, or selects standard form letters for supervisor s response to routine inquiries. Processes standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.

Follows-up for timely completion of processes. Prepares high quality presentation graphics (using Power-Point or similar applications software).

2. Arranges meetings and activities for management for the most efficient use of available time. Makes travel arrangements for extended trips and groups.

Coordinates large, complex internal and external meetings. May attend meetings in capacity of recording secretary. Prepares and distributes agenda.

3. Provides information and assistance to a variety of high level internal and external contacts to exchange confidential information and expedite matters on behalf of management.

4. Receives phone calls and messages, refers matters to appropriate person within department.

5. Provides assistance with administrative processes associated with the department or function. Provides guidance and information to departmental personnel in UMMHC administrative policies and procedures.

6. May assist in the preparation of, and maintaining the departmental operating budget report and supporting documentation.

Gathers variety of documents files and records from sources within and outside of the department, incorporates statistical or financial data requiring basic interpretation.

Prepares reports using statistical or financial tables, using established formats, graphs and charts.

7. Ensures adequate inventory of office supplies and basic maintenance of office equipment. Coordinates the timely repair of office equipment.

Ensures basic set up and maintenance of office personal computers and associated equipment. Ensures timely service.

8. Performs miscellaneous clerical duties, including collating, sorting, faxing, filing, and distributing and retrieving documents and mail.

9. May orient new employees, may train employees in new procedures and provide ongoing instruction. May schedule, distribute, and monitor the flow of work for assigned group of employees.

May provide recommendations to manager for the most efficient utilization of assigned personnel, and also provide information regarding employee job performance, employee issues, and unusual occurrences to supervisor.

May assist in preparation of and maintenance of departmental operating budget.

10. Assists with special projects as necessary.

Standard Staff Level Responsibilities :

1. Complies with established departmental policies, procedures and objectives.

2. Attends variety of meetings, conferences, seminars as required or directed.

3. Demonstrates use of Quality Improvement in daily operations.

4. Complies with all health and safety regulations and requirements.

5. Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.

6. Maintains, regular, reliable, and predictable attendance.

7. Performs other similar and related duties as required or directed.

All responsibilities are essential job functions.

II. Position Qualifications :

License / Certification / Education :

Required :

1. Associate's degree in Secretarial Science or equivalent

Experience / Skill : Required :

Required :

1. Three (3) years of secretarial / administrative support experience.

2. Must have excellent keyboarding skills and be proficient in Microsoft products (Excel, Word, PowerPoint). Software used : Word processing, spreadsheet, presentation graphics, database.

3. Excellent typing skills. Ability to work independently while prioritizing workload.

4. Excellent verbal and written communication skills.

5. Strong attention to detail and ability to maintain confidentially.

6. Additional applications software such as for project management, scheduling, budgetary control, etc. may also be used.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Department-specific competencies, including age-specific competencies and their measurements, will be developed and maintained in the individual departments.

The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents.

III. Physical Demands and Environmental Conditions :

Work is considered sedentary. Position requires work indoors in a normal office environment.

For additional details regarding submission eligibility and payment terms, please refer to your contract. Only submissions from agencies with current service contracts in place will be considered.