Administration Assistant

POSITION TITLE: Administrative Assistant

DEPARTMENT: Administration

EMPLOYEE REPORTS TO: CAO

SUPERVISES: N/A

FLSA STATUS: Non-Exempt

EMPLOYMENT STATUS: Full-time 

DESCRIPTION OF POSITION

This job description is a record of the essential functions of the listed job. The job description provides the employee, CEO, Human Resources, applicants, and other agencies with a clear understanding of the job, where it fits into the organization, and the skill and work requirements in relation to other jobs. Jobs are always changing to some degree and the existence of the approved job description is not intended to limit normal change and growth. The facility will make reasonable accommodations to otherwise qualified individuals who are capable of performing the essential functions of the job with or without reasonable accommodation. 

POPULATION SERVED

The position involves no direct patient care for a population of patients ages 18 and older. Age specific experience and/or special training and/or expertise are not required.  

POSITION SUMMARY

Provide confidential administrative/secretarial support to the Chief Executive Officer, Chief Financial Officer and occasionally to other departments. Performs diversified administrative and secretarial functions.  

POSITION QUALIFICATIONS

High school diploma required. Post high school vocational/specialized training preferred. Previous secretarial experience, preferably in a hospital setting. Have a thorough knowledge of English usage, spelling, grammar and punctuation. Possess excellent office skills (phones, computer skills, including word processing, spreadsheets and graphics) and organizational skills. Ability to handle multiple tasks simultaneously.  

DUTIES AND RESPONSIBILITIES

1. Provides confidential administrative/secretarial support to the CEO, and CFO.
2. Types and proofreads variety of documents including correspondence, reports, memorandums, special projects and related material from oral direction, rough draft, forms, copy, notes or transcribing machine recordings. 
3. Maintains confidential files.   
4. Demonstrates the ability to prioritize and perform multi-tasks.  
5. Sorts and distributes all incoming mail. Tallies all checks and distributes to appropriate personnel in a timely manner. 
6. Receives and screens all mail and visitors for the CEO and CFO.
7. Maintains the CEO’s daily appointment calendar; makes travel and lodging arrangements as required. 
8. Answers telephone, routing calls appropriately or taking clear messages and provides information in accordance with hospital policy. 
9. Operates a computer terminal for word processing and data entry; operates calculators and other office equipment.  
10. Serves as the recording secretary for various hospital meetings (i.e., Department Managers, Safety, Finance) taking accurate minutes.  
11. Collects information needed by CEO and CFO for conferences and reports. 
12. Serves as the coordinator for the hospital’s beepers.  
13. Serves as the coordinator for the hospital rental properties
14. Schedules the hospital conference room and audio/visual equipment. 
15. Maintains and orders adequate quantity of office supplies and materials as necessary.  
16. Performs other related duties as assigned or requested. 

General Standards:

1. Demonstrates the ability to work cooperatively and constructively with all hospital staff and internal/external customers.  
2. Provides an environment that demonstrates competence, caring, and commitment to external and internal customer satisfaction.
3. Immediately greets/acknowledges guests’ presence in a courteous and caring manner. Demonstrates appropriate customer relations communications skills, actively listening, maintaining eye contact, using guest names, anticipating customer needs, and proactively offering assistance.
4. Answers the telephone professionally, identifying self and department. Handles telephone information requests with courtesy, accuracy, and respect for confidentiality.
5. Maintains the confidentiality of patient and facility records and information.
6. Does not abuse or take advantage of sick time or personal days off. Provides proper notification for absence or tardiness.
7. Reports to work as scheduled; is consistently ready to work at start of the assigned shift. Reports off duty as scheduled; does not abuse overtime policy.
8. Makes best use of time during assigned shift. Coordinates activities to achieve maximum productivity and efficiency during assigned shift. Attends to personal affairs on own time to avoid disrupting the work schedule.
9. Performs duties in an independent manner with minimum supervision.
10. Adjusts personal schedule to complete workload when requested.
11. Completes time sheet accurately and on a daily basis.
12. Utilizes company supplies efficiently.
13. Conducts himself/herself in a professional manner at all times.
14. Observes the Hospital/department dress code and wears ID badge.
15. Attends all required education/inservice meetings.
16. Complies with hospital safety and disaster policy and procedures. Demonstrates knowledge of and adheres to hospital and departmental safety regulations, disaster plans, infection control policies, and fire safety regulations, hazardous materials protocol.
17. Demonstrates a working knowledge and understanding of National Patient Safety goals.  
18. Responds to and uses disaster codes appropriately.