Administrative Assistant Senior: Administration

Primary Duties and Responsibilities

The Sr Administrative Assistant will serve as the first point of contact, both in person and for incoming calls to the department. This person will provide administrative support, playing an important role in the overall success of the department. Responsibilities include answering telephone calls and assisting callers, coordinating appointments. Monitor and/or order office supplies as needed as well as keeping supplies organized. Scheduling equipment repair and service. May distribute mail and process incoming/outgoing mail. Schedules various room reservations for meetings and maintains room calendars as requested. Assists in the development of policies and procedures and departmental forms. Maintains up to date unit specific data, logs, and runs reports for management. May support ongoing Programs or special Projects. Acts as Hoag Ambassador to patients, visitors, staff, physicians, vendors and the community. Performs other duties as assigned.

• Office Operations & Budget Management: Manage daily operations, office budgets, and office supply purchasing.
• Facilities & Property Management: Assist with coordinating maintenance requests, communicating with property management, and supporting office improvements as needed. 
• Office Hospitality & Employee Experience: Maintain welcoming, organized offices and support seamless onboarding, ensuring employees, donors, board members, and partners feel welcomed and supported.
• Space Planning & Office Projects: Support office moves, furniture reconfiguration, space planning, and off-site storage coordination as needed.
• Process Improvement: Identify opportunities to streamline operations, anticipate needs, and proactively resolve challenges

Education and Experience

• High School Graduate or equivalent
• Working knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems
• Bachelor’s degree in healthcare-related field preferred
• Minimum 2- 4 years' experience required.
• Three (3) years’ administrative support experience in a corporate environment preferred

License Required:

N/A

License Preferred:

N/A

Certifications Required:

N/A