Administrative Assistant (Part Time)

Under general supervision of the Chief Executive Officer, the Administrative Assistant provides support and office coordination for the administrative suite and organization in a confidential and professional manner, providing general office management, and meeting and event coordination for the Administration department as instructed by the Executive Assistant.  Takes and transcribes meeting minutes, maintains manuals as requested. Maintains the upmost confidentiality, schedules and organizes meetings, coordinates on respective calendars and arranges conference calls.  Represents the organization and Administration professionally.

LATITUDE, CONTACTS/INTERACTIONS

All positions of Huntsville Memorial Hospital are part of an interdisciplinary team, and as such, participate in the care and service delivery process through effective interaction with other team members.  Primarily interacts with hospital staff, medical staff, patients, and visitors.  Reports to the Chief Executive Officer.

ESSENTIAL JOB FUNCTIONS

Every effort has been made to make this job description as complete as possible.  However, it in no way states or implies that these are the only duties the incumbent will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is a logical assignment to the position.

• Sorts, processes, and accurately distributes incoming mail and processes outgoing mail on a daily basis.

• Provides comprehensive support services to the executive team members that ensures a professional, responsive and effective experience with the organization as a whole. 
• Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes recommendations to ensure smooth engagements. 
• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace and professionalism. 
• Facilitates administrative processes, routes documents, and manages workflows for the whole Executive team accurately and professionally.
• Serves as a backup to the Executive Assistance for Board meetings: prepares agenda and information packet, coordinates arrangements and records minutes.  Maintains minutes in a secure location, available for review by accrediting bodies.
• Works in a professional and focused manner to schedule internal and external meetings, including: ordering lunch, booking conference rooms, producing materials, arranging technology needs, etc. 
• Takes notes and distributes meeting minutes, agendas and meeting packages for various committees and meetings.  Coordinates arrangements for regular and/or special called department leader meetings.
• Arranges complex and detailed travel plans/ itineraries, compiles documents for travel-related meetings.
• Performs complex and confidential secretarial functions including developing and typing correspondence.  Responds to routine external correspondence.  Types memos, purchase requisitions, payment requests and other department forms and documents. 
• Provides systematic and dependable follow up, as well as a high level of organization and preparedness. 
• Maintains workflow under pressure and in a fast-paced, high-profile work environment. 
• Orders supplies and ensures Boardroom appropriately stocked with needed refreshments.  Maintains reservation book for hospital Boardroom.
• Maintains records, files, policies and procedures as required by regulatory standards.
• Responsible for maintaining the digital hospital sign with current information.
• Abides by the HMH Legal Compliance Code of Conduct. 
• Maintains a safe work environment and reports safety concerns appropriately.
• Maintains patient confidentiality and appropriate handling of PHI.
• Performs all other related duties as required and assigned.

QUALIFICATIONS

• Education: High school diploma or GED required.
• Experience: Three years of administrative and/or healthcare experience preferred.  
• Required Skills: Excellent computer, customer service, written and oral communication skills.

PHYSICAL DEMANDS AND WORKING CONDITIONS

• Frequent: sitting.
• Occasional: standing, walking, & reaching.
• Visual and hearing acuity required.  Work is inside, with good ventilation and comfortable temperature. 
• Possible exposure to: toxic/caustic chemicals or detergents, moving mechanical parts, potential electric shock, radiant energy, communicable diseases, blood borne pathogens.