Senior Administrative Assistant

Summary

Under minimal supervision and according to established policies and procedures, provides high-level coordination / administrative support to the hospital clinical operations, with the utmost urgency and confidentiality.

Essential Job Responsibilities

• Assures smooth operations and support of the Executive Suite exercising independent judgment and discretion

• Monitor and maintain executive calendar. Schedule appointments and keep executive informed of all changes/modifications.

• Screens calls using exemplar customer service.

• Organizes travel arrangements

• Prepares accurate reports and timely record keeping.

• Contributes to training and supervising other support staff.

• Monitors workload, priorities, deadlines, and keeps them on task to successfully support the Senior Leader.

• Communicate agenda items and provides materials as needed

• Maintain acute awareness of executive responsibilities and offers assistance to departments who report up to the Senior Leader.

• Organizes consultant visits and meeting agendas.

• Maintains contracts.

• Highly involved in accreditation preparation for Joint Commission, CARF, and other applicable accreditation bodies.

• Maintain agenda and minutes for hospital and network committees as assigned.

• Independently compose/develop routine memos, correspondence, agendas, reports, and written materials to communicate plans and programs

• Coordinate and monitor monthly spending against department budgets, including approval of accounts payable and reconciliation of department credit cards.

• Continually review and revise department documents in compliance with hospital policies

• Coordinate annual performance evaluation process and gather documents.

• Provides mentoring and precepting of new administrative assistants

• Seek continual opportunities for professional development and continuing education

• Plan and direct all general administrative responsibilities, including but not limited to:

• Contributes to event planning and arrangements for outside organizations.

• Provides project coordination and record keeping.

• A wide variety of administrative tasks involving the simple and very complex, having a breadth of organizational impact, security, and confidentiality

• Collaborate and participate in departmental/programmatic meetings and disseminate information

• Manage employee time/vacation schedules and approval process for employees who report directly to the Senior Leader.

• Represents the Executive Suite in the placing, receiving, and directing phone calls, messages, information to callers, or referral to others. Greets visitors for assigned departments.

• Maintain acute awareness of hospital and corporate issues involving the Executive Management, and maintain administrative records and files, securely, as appropriate

• Assist patients, employees, and visitors, take appropriate action, or refer individuals to the appropriate personnel.

• Perform other duties as assigned.

• We'll embrace all people by:

Treating everyone with dignity and respect.

Opening more doors to opportunity for others to succeed.

Growing talent and people.

Ensuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status.

Taking action against discrimination.

Honoring our differences and how we collaborate.

Educating staff, patients and the communities we care for.

Restoring hope and freedom, together.

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• Associate Degree or higher.

• Ability to work in a fast-paced environment with the ability to shift priorities

• Ability to type 50 words per minute, take accurate minutes of meetings

• Competent language and grammar skills with the ability to compose, edit, and proof business letters

• Proficient computer skills, including experience with Adobe Acrobat, Vision, and Microsoft Office

• Previous work experience in an administrative / operational support position

• Customer-focused and motivated to help and train others

• Well-organized and able to work cooperatively with others throughout the organization

• The competence to make independent decisions as well as preserve the confidentiality of special matters

Physical Requirements for Essential Job Qualification

Levels:

• None (No specific requirements)

• Occasionally (Less than 1/3)

• Frequently (1/3 to 2/3)

• Majority (More than 2/3)

Remain in a stationary position: Majority

Traverse or move around work location: Occasionally

Use keyboard: Frequently

Operate or use department specific equipment: None

Ascend/Descend equipment or ladder: None

Position self to accomplish the Essential Functions of the role: None

Receive and communicate information and ideas for understanding: None

Transport, position, and/or exert force:

Up to 10 pounds: Occasionally

Up to 25 pounds: _____

Up to 50 pounds: _____

Up to 75 pounds: _____

More than 100 pounds: _____

Other weight: Up to___ pounds _____

Other: None

Consistent with the Americans with Disabilities Act (ADA), it is the policy of Mary Free Bed Rehabilitation Hospital to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Talent Acquisition team at recruitment@maryfreebed.com.

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability or other legally protected characteristic.