Job Description
Provides a wide variety of administrative and staff support services to a department. The Administrative Assistant works at the direction of the reporting supervisor to complete projects and generally coordinate the daily functions of the department as they relate to the reporting supervisor.
Responsibilities
Document and Data ManagementTypes memorandums, policies, meeting minutes, manuals, letters, forms, procedures, and other general typing as directed, initiating other documents and correspondence as appropriate.
Proofs materials for errors and ensures layout is in keeping with hospital style. Maintains department and hospital manuals, typing and collating all revisions, and distributing revisions that are pertinent.
Inputs and retrieves data utilizing knowledge of various computer software packages.Inventories and orders all office supplies regularly.
Filing and OrganizationCoordinates meetings by preparing meeting agenda and notifies members of meeting in a timely and professional manner.
May attend meetings, record meeting minutes and coordinate meeting and agenda materials. May maintain appointment and events calendar for reporting supervisor.
Maintains accurate and efficient filing systems and ensures that file systems are neat and well-organized. Files documents, compiles new files, and transcribes data while ensuring the integrity and confidentiality of all file system information.
Sorts mail, ensuring that urgent correspondence and time-dated material is prioritized.
Telephone and Scheduling ManagementAnswers telephones, routes callers, takes messages and provides routine information to callers.
Provides back-up telephone coverage for other support staff, routing calls appropriately or taking clear messages.Provides courteous assistance, guidance, and direction to departmental visitors, ascertains the nature of visitor business, and directs individuals to various locations in the department and hospital when appropriate.
Efficiently performs billing and scheduling duties, resolves problems, and aids in project development and coordination.
Other Duties As AssignedPerforms other duties as assigned or requested.
Qualifications
- 4 years secretarial experience
- High school or equivalent Basic college courses
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