Description
Job Summary
Provides general administrative and office support services for the senior Nursing Administration team and staff following the administrative directive of Supervisor of Operations Coordinator.
Job Specific Duties
- Assists Leader(s) and staff with special projects, organizes meetings, and conferences and other special events. Performs research and analysis for related projects and specific issues.
- Responsible for composing, typing, editing, and proofreading correspondence, reports, letters, memoranda, and / or other documents.
Responsible for creating requested trackers and maintaining them on a routine basis.
- Attends key meetings and prepares agendas, meeting minutes and other sensitive documents needed.
- Prepares presentations and financial and non-financial reports as well as requests for the department Leader(s) and staff.
- Facilitates the planning, organization, and activities of the department to ensure efficient and effective workflow coordination.
- Provides clerical support in problem solving and planning as needed to ensure delivery of department's goals and objectives.
- Handles the maintenance of department's employee records as needed.
- Edits KRONOS transactions in a timely manner and within established guidelines as demonstrated with minimal edits by Payroll department.
- Orders and maintains office supplies. Submits PO's and contracts for approval and follows up on completion or renewal.
Verifies and submits invoices to be approved by the Leader(s).
- Submits work orders for IT, EVS, and PlantOps as needed to maintain the department as issues come up.
- Performs all other clerical duties such as copying, scanning, filing, faxing, and special projects as set forth by the department Leader(s) or staff.
- Maintains files and records for the department Leader(s).
- Prepares financial plans, budgets, and forecast reports for approval as needed. Â Assists department Leader(s) with monthly expenses and invoices.
- Receives and screens visitors and telephone calls for the department. Provides clerical support, schedules & maintains calendars, coordinates travel arrangements, and handles daily public relations.
- Answers inquiries concerning activities and operations for the department Leader(s).
- Schedules and coordinates meetings for the department staff and follows-up.
- Facilitates approvals from the department Leader(s) on reports and requests for travel, expense reimbursements, etc.
- Meets regularly with the department Leader(s) to provide administrative support to ensure efficient operations.
- Maintains filing system both electronic and physical, contact database, employee paperwork, and inventory for the department.
- Orders and oversees office supply needs for the department along with any food arrangements that need to be made for meetings.
- Oversees and achieves departmental goals while upholding best practices and processes.
- Creates and maintains department resources for quick obtainability.
Qualifications
Minimum Job Requirements
2-4 years of experience in a front desk or administrative / clerical support role in corporate environment
Knowledge, Skills, and Abilities
- Associate's degree or higher preferred.
- Proficient in MS Office (Word, Excel, PowerPoint, and Outlook).
- Able to adapt and react calmly under stressful conditions.
- Able to set priorities, successfully handle multiple concurrent tasks, and meet deadlines.
- Strong attention to details.
- Strong problem solving skills.
- Able to work in a team environment.
- Ability to work independently and flexibly with minimal supervision.
- Ability to represent department / function in a professional, courteous, and efficient manner.
- Ability to communicate verbally and in writing.
- Able to maintain confidentiality of sensitive information.
Job : Clerical / Administrative
Primary Location : Florida-Miami-Nicklaus Children's Hospital - Main Hospital Campus
Department : OR ADMINISTRATION-2100-760950
Job Status
Full Time
30+ days ago