Senior Administrative Assistant

Provide secretarial and administrative support and works closely with senior management team as required. Provide excellent customer service to physicians, associates, and patients.

This role will support the Centralized Abstraction Enterprise team leaders (VP and Directors).

Major Responsibilities :

• Provide secretarial and administrative support
• Type letters, memos, reports and other types of correspondence as instructed. Independently compose correspondence for signature if appropriate.
• Screen and respond to phone inquiries and refer appropriately when necessary.
• Open and screen mail and suggest needed actions.
• Maintain files.
• Type and revise policies and procedures as needed.
• Work closely with Advocate management and secretarial staff as required.
• Prepare and maintain schedules as instructed by executive.
• Meetings and minutes
• Prepare agendas
• Take minutes; transcribe and distribute minutes in a timely manner.
• Take part in meeting discussions when appropriate.
• Schedule internal and external meetings and keep supervisors' calendar. Schedule recurring meetings, reschedule meetings as requested or to resolve conflicts, provide maps and directions for supervisors' convenience.
• Make arrangements for meeting rooms and food delivery when appropriate.
• Miscellaneous
• Keep executive informed of personal issues (birth of child, bereavement, etc.) of physicians and associates as appropriate.

Order flowers, charitable contributions, or cards as appropriate.

• Assist all members of management as needed.
• Promote teamwork and work closely with other administrative staff to ensure coverage of department at all times. Assist other administrative staff with special projects.
• Maintain Notary Public certification.

Education / Experience Required :

High school or equivalent 5 years administrative secretarial experience or Associates degree and 3-4 years administrative secretarial experience

Knowledge, Skills & Abilities Required :

• Typing 55+ wpm preferred.
• Good skill level using MS office software; Word, Excel, Power Point.
• Familiar with multi-line phone system and e-mail.
• Effective and professional interpersonal communication skills.
• Good organizational skills
• Ability to prioritize work load and ability to support multiple managers

Physical Requirements and Working Conditions :

• Ability to organize and prioritize workload independently and respond to multiple simultaneous requests.
• Excellent written and verbal communication skills are essential.
• Ability to work in changing environment.
• Ability to work independently but able to recognize when to seek assistance.
• Strong customer service and team orientation required.
• Work requires extensive times sitting at the desk performing typing and phone work.
• Work requires repetitive use of keyboard and mouse skills.
• Ability to stay focused and calm in a busy and stressful environment and handle multiple tasks while under time constraints.
• Interact appropriately and professionally with all levels of management, physicians and associates while providing excellent customer service
• Willingness to work extra hours (i.e. evening meetings) as necessary.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent.

Incumbent may be required to perform other related duties.