Information Services Admin Assistant

Summary of Essential Functions

• Manages routine and detailed secretarial and coordination functions for Information Services, Telecommunications, Service Desk and other Information Services Teams.  
• Maintains departmental files, databases as assigned, new user creation and other departmental needs. 
• Meets deadlines with prompt, thorough approach, with ability to prioritize various requests and complete duties as required. 
• Performs a wide variety of typing and data entry assignments that are often confidential in nature. 
• Provides application support as needed.

Educational Requirements

• High School Diploma or equivalent.
• Must be able to communicate effectively in English, both verbally and in writing. 

Knowledge/Skills/Abilities

• Two years previous secretarial experience preferred. 
• Exercise initiative to follow through on projects for timeliness, completeness and serviceability. 
• Ability to communicate effectively and courteously with Information Services personnel. Demonstrate patience, tact, diplomacy and persistence in daily contact with vendors, physicians and all hospital personnel. 
• Must be able to prioritize work according to written or verbal instructions using organizational skills and sound judgment. 
• Ability to type fifty (50) wpm for computer data entry ensuring correct spelling and grammar. 
• Proficient in utilization of Microsoft Office products to include Word, Excel & PowerPoint as well as all M365 tools.
• Ability to concentrate on moderate detail with some interruption and attend to tasks for ten to twenty minutes at a time. 
• Must be able to understand and relate to specific ideas generally, several at a time, and remember multiple tasks given to self and others over long periods of time. 
• Ability to communicate in written word, using advance writing skills.

Physical Requirements

• Prolonged sitting at workstation and moderate walking. 
• Ability to lift various weights frequently; perform moderately difficult manipulative and hand-eye coordination skills; see objects closely; and hear normal sounds with some background noises.

Duties and Responsibilities

• Coordinates all activities in preparation of department correspondence to facilitate     ongoing communication and department activities. Handles correspondence as required             and/or requested by the director. Greets department visitors and responds to incoming phone calls to ensure that accurate and efficient departmental communication is facilitated.
• Reviews and/or revises policies and procedures for Information Services departments time and attendance records. Compiles and distributes needed documents for employees’ annual evaluation. Coordinates department meetings; records, types and files minutes.
• Maintains department records and established department filing system to ensure the expeditious retrieval of information. Files all correspondence, reports, and forms in an appropriate location and in an orderly fashion within specified time frame of department. Maintains accurate record of all vendor contracts and service agreements.
• Contributes to the effective management of the department. Keeps the director informed of any unusual concerns, situations, or conditions relative to staff, patients, and physicians. Orders supplies and demonstrates cost effectiveness in the use of supplies and equipment. Coordinate and maintain schedules for Information Services teams. Maintain scheduling of training and conference facilities.
• Maintains system databases to ensure consistency across applications. Updates various files (i.e. equipment resource, provider) as needed. Documents changes in change           management system.
• Supports defined applications as needed. Trains and supports end users on selected             applications.
• Ensures confidentiality of all files and records (both employee data and financial data). 
• Performs all other tasks/responsibilities as necessary.