ADMIN SECRETARY
DEPT: PATIENT CARE SERVICES
Full-Time
Administrative support for System Vice Presidents and Directors spanning across Nursing, Service Line, and Physician Advisor programs.
Calendar and meeting management:
· Scheduling meetings/appointments
· Conference room scheduling/approval
· Takes and distributes meeting minutes
· Photography / Videography scheduling
· Event management / logistics coordination and planning
· Makes travel arrangements for executives, as required. Coordinates registration, airline tickets, lodging, transportation, travel advances and reimbursements, schedules, meals, etc.
Communication Management:
· Recognize and guard confidentiality in a broad range of issues
· Coordinate meetings with other senior administrators; elicit cooperation in calendar adjustments for all participants; set-up and follow-up meeting arrangements (off-sites, food, reservation, agenda, etc) with clear communications and collegial follow-up to participants’ secretaries.
· Assists with correspondence, mail, telephone calls, emails, messages, etc.
· Document / spreadsheet / presentation assistance
Data management:
· Work on ad hoc and sustained project issues with VPs, Directors and managers.
· Develop data into Excel spreadsheets and create routine formulas.
· Download and format information into useful tables.
· Develop board level material including PowerPoint from draft notes.
· Manage the periodic entry and reporting of the Balanced Scorecard, Department Volume Dashboards, and monthly market share reports.
Expense/Inventory Tracking:
· Appropriately completes purchase requisitions, check requests, expense reports, time sheets, etc., for the department
· Completes financial department transfers
· Orders office supplies, which are carefully monitored and costs are held to a minimum
· Budget reconciliation assistance, as needed
· Manage the department’s filing system both electronically and hard copies that intuitively allows recall of source documents spanning several years.
Assist with the following, as needed:
· Submits work orders
· Project assistance and coordination
Other Duties & Functions:
Other duties and functions as assigned based
Education: High school graduate required. Associates degree preferred.
Experience: Five years of advanced secretarial experience required.
Skills/Other: Typing proficiency a minimum of 40 words per minute with 85 – 95% accuracy. Proficient in Microsoft Office Suite including Word, PowerPoint, Excel, and utilizing Internet capabilities. Ability to adapt to changing technology. Verbal/written skills, confidentiality, integrity, honesty, positive and cooperative attitude required. Must be able to work under high pressure/stressful conditions, and possess:
· Strong interpersonal skills including excellent customer service
· Ability to prioritize, managing multiple tasks, and provide support to multiple executives concurrently
· Ability to troubleshoot issues without executive involvement
· General administrative skills such as composing and typing meeting minutes, copying, scanning, and document arrangement
· Strong organizational and time management skills
· Self-starter with ability to function independently
· Ability to gather, understand, and organize complex data