Administrative Assistant - Neonatologists - Full time

Job Summary:

Supports, and is responsible for incorporating into job performance, the Frederick Health (FH) mission, vision, core values and customer service philosophy and adheres to the FH Compliance Program, including following all regulatory requirements and the FH Standards of Behavior.

Performs administrative and office support activities for senior level managers or directors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing and faxing. Advanced software skills are required, as well as Internet research abilities and strong communication skills.  May have functional supervision and train lower-level support staff. 

Example of Essential Functions:

• Uses various software applications, such as MS Word, Excel, PowerPoint and ACCESS to type and format correspondences or documents. Prepares presentations, statistical reports, tables and charts.  Creates and maintains databases and spreadsheets.  

• Performs non-routine and non-repetitive administrative support functions such as compiling, posting or recording information from a variety of sources that usually involves calculations, checking, research and verifying information.  Functions may include completing forms, reports, questionnaires and other similar documents.  

• Proofreads and edits material for grammatical and factual accuracy.  Initiates correspondences requiring knowledge of FMH policies and procedures.

• Receives department’s mail, reviews content, prioritizes, analyzes for direction, forwards or redirects and composes response when appropriate.

• Appropriately directs calls, takes accurate messages or responds to calls by utilizing knowledge of policies, procedures and practices.

• Operates personal computer to access e-mail and electronic calendar to schedule appointments and meeting rooms.

• Enters staff schedules into electronic time and attendance system.

• Coordinates activities, events, special projects and mass mailings with internal and external customers.

• May assist with budget compilation, preparation and monitoring.

• Completes various request forms and purchase orders for office supplies and equipment.  

• Operates office equipment such as photocopier, scanner, fax machine and calculator.

• Files in alphabetic or numeric order and locates material from files.   Develops and maintains confidential or complex files.

• May provide functional supervision and train lower-level support staff.

Required Knowledge, Skills and Abilities:

• Advanced proficiency and accuracy in the use of software programs such as MS Word, Excel, PowerPoint, ACCESS and Outlook.   May also require knowledge of job/department specific software programs 

• Excellent communication skills, both verbal and written

• Strong organizational skills and ability to prioritize and manage multiple tasks

• Ability to communicate information and ideas in speaking so others will understand

• Ability to understand written sentences and paragraphs in work related documents

• Ability to work professionally with a diverse population base

• Ability to maintain a high level of confidentiality

• Ability to create, compose and edit written materials

• Ability to analyze and solve problems

Minimum Education, Training, and Experience Required:

• A two-year college degree or vocational training is preferred;

• A minimum of three years prior experience in an office setting; prior healthcare experience is preferred.  Additional education may be substituted for experience

Reporting Relationship:

Reports to Manager