Performs clerical/administrative duties; handles large volume of telephone calls; prepares correspondence; compiles agendas; screens calls and visitors; coordinates travel arrangements and processes expense reports; maintains filing and organization and delivery of confidential documents. Interfaces with and acts as liaison to both internal and external customers including senior management, senior management administrative staff, managers, and vendors; interprets, communicates, and directs information to the appropriate individuals. Participates in projects and related activities that are sensitive and confidential in nature. A few examples include data entry, compliance tracking, reporting, invoicing, and ordering. Ensures appropriate phone and support coverage. Organizing lunch (and/or other) events for conference room attendees when requested – to include ordering the lunches, organizing the display/setup, breaking down and cleaning up after the event.

• Assist management/leadership and department by performing clerical duties.
• Coordinate and arrange meetings, prepare agendas, reserve, and prepare facilities, record and transcribe minutes of meetings.
• Maintain calendars and scheduling.
• Works with Timekeeping Associates to forward the exception logs daily.
• File and retrieve information as required.
• Receive and distribute incoming and outgoing mail, including email, answering routine requests and inquiries.
• Compose and type correspondence, reports and presentations with appropriate follow-up to ensure timeliness and accuracy.
• Maintain engagement file, itineraries, and calendar of events.
• Make travel accommodations and reservations.
• Order and maintain unit supplies.
• Receive incoming calls and handle those not requiring management/leadership’s attention.
• Develop, maintain, and reconcile reports and presentations as required.
• Special project support and other duties as assigned.

Administrative Assistant I (Level 1)

• Reports to Director
• Supports less than 50 -75 FTE
• High School or GED required; Associates Degree preferred
• Minimum of 2 years of experience in a clerical office setting

Administrative Assistant II (Level 2)

• Reports to System Director or Director with multiple managers and departments
• Supports a minimum of 50 -75 FTE
• Associates Degree with 3 years of experience in a clerical office setting OR 5 years of relevant administrative experience required. Healthcare experience preferred.
• Strong computer graphing and reporting skills required

All Administrative Assistants must have the following knowledge, skills and abilities:

• Proficiency in Microsoft Office applications including MS Word, Outlook, Excel, and PowerPoint
• Intermediate computer knowledge: Uses Microsoft Word, Excel, Outlook, and Windows
• Ability to communicate and work effectively with patients and employees at all levels in the company
• Ability to organize and prioritize workload
• Ability to use discretion and maintain confidentiality
• Excellent communication skills both written and verbal
• Excellent customer service skills
• Ability to maintain a courteous and professional demeanor
• Ability to work cooperatively with all internal and external contacts in a non-judgmental manner
• Ability to perform multiple tasks in a fast-paced environment
• Follows verbal and written directions with ease
• Ability to be flexible in work style
• Ability to work in a team environment and be a team player