Administrative Assistant

Department: Administration
Reports to:  Executive Assistant
Written: 7/16/2014
FLSA status: Non-exempt, hourly
Unit Code: 100
Supervisory: Low
OSHA Hazard Level: High

Position Summary: Provide high level administrative and organizational support to the senior management team.

Role Qualifications:
Education:

  • High school diploma or equivalent
  • Additional formal training in clerical or computer/graphics skills desired.

Experience:

  • 5-8 years administrative experience supporting executive level staff required.
  • Background in health or human services, or fiscal and human resources experience in other industry desired.
  • Proficient with Microsoft Office, Microsoft Windows 10 and Office 365 required.

Location:

  • Attendance required at assigned CHDC site(s)

Position Responsibilities:

  • Administrative and Organizational Support
  • Assist Human Resources with:
  • Preparation of new hire packets for orientation
  • Internal credentialing of clinical staff
  • Tracking of required licensing and other documents
  • Notification to clinical staff of required documents due
  • Assist with Training Development and Implementation
  • Perform special projects and other duties as needed or assigned
  • Complete operational requirements by completing assigned administrative projects; expediting work results
  • General clerical duties including photocopying, fax and mailing
  • Maintain electronic and hard copy filing system
  • Retrieve documents from filing system as requested
  • Handle requests for information and data
  • Prepare and modify documents including correspondence, reports, drafts, memos, etc. as assigned
  •  Assist Executive Assistant with:
  • Attend and take minutes at management team meeting and various other staff meetings.
  • Assist with setting priorities of assigned tasks and projects to ensure effective and efficient completion
  • Provide administrative support including event planning and special projects
  • Maintain supplies inventory by checking stock to determine inventory levels for Administration and Operations
  • Anticipate needed supplies
  • Place and expedite orders for supplies
  • Verify receipt of supplies
  • General clerical duties including photocopying, fax and mailing
  • Distribute incoming correspondence for Administration Office staff
  • Collect news articles for monthly Risk Management Meeting
  • Assist with internal website postings as needed
  • Productivity Reporting
  • Weekly schedule updates
  • Updating Department Policies, including communication of updates to staff
  • Assisting with Clinical Measures for the department review
  • Prepare draft documents including patient and business correspondence, as needed or assigned
  • Perform other duties as needed and assigned

Organizational:

  • Adheres to the organizations mission, vision and values.
  • Adheres to the organization’s policies regarding time and attendance.
  • Complies with accepted dress code and maintains a professional image.
  • Demonstrates reliability and trustworthiness.
  • Manages time and other resources to meet established goals within the agreed upon time frames.
  • Demonstrates flexibility in the acceptance and completion of work assignments.
  • Participates in the department’s performance improvement activities.
  • Maintains patient/employee confidentiality in the management of information.
  • Observes the Health Care System’s compliance policies.
  • Demonstrates a strong attention to detail.

Essential Skills & Experience:

  • 5-8 years administrative experience;
  • Background in health or human services, or fiscal and human resources experience in other industry desired.
  • Excellent verbal and written communication skills with strong decision making ability and attention to detail.
  • Ability to remain composed under stress while accomplishing multiple tasks simultaneously
  • Ability to work individually and as part of a team.
  • Ability to handle confidential information with discretion and diplomacy.
  • Exhibit a high degree of organizational skills with ability to multi-task in a fast paced environment.
  • Demonstrate professionalism with good telephone etiquette, discretion and excellent customer relations.
  • Ability and willingness to float between all CHDC locations, providing administrative support as assigned and allocated.
  • A valid driver’s license, car insurance, and a vehicle in good working condition are required.
  • The ability to interact with staff at all levels, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
  • Ability to effectively present information and respond to questions from groups of managers.

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