ADMINISTRATIVE ASSISTANT - PSYCH

JOB SUMMARY

• Provides administrative support to assigned Department Director/Manager and his/her respective departments.

ESSENTIAL FUNCTIONS OF POSITION

• Tracks, maintains and trends requested information
• Accurately enters payroll, and ensures leave is consistently tracked
• Order supplies, distributes mail, maintains files, and tracks and maintains files of purchase orders
• Provides support to department staff by faxing and copying information
• Conducts follow-up phone calls
• Responds to calls and visits from employees, managers, and others and determines the urgency of the situation. Answers telephones, prioritizes, screens, and redirects calls. Answers questions, handles routine matters, and takes messages.
• Composes correspondence, memos, spreadsheets and reports, as instructed. Type, format, edit, and proofread a variety of materials, including correspondence, memos, reports, charts, statistics, and minutes.
• Enters, retrieves and updates database.
• Prepares materials for meetings, in-services, notifies participants, prepares agenda, orders food, schedules rooms, organizes room set up, takes and transcribes minutes of meetings.
• Opens, reviews, prioritizes, and distributes interoffice and external mail.
• Perform other duties as assigned and requested.

POSITION REQUIREMENTS

• Educational Requirements

• High School Diploma/Equivalent preferred. AA Degree preferred.

• Licensure, Certification and Registration
• Work Orientation and Experience
• Knowledge, Skills and Abilities
• Other Requirements Specific to Assigned Area

• Not Applicable

• Minimum of one year administrative assistant or secretary experience required, preferably in a healthcare setting.

• Good Oral/Written Skills
• Computer system/software proficiency (Word, Excel, Power Point, etc.)
• Ability to manage time and multiple demands
• Excellent communication, written and customer service skills.
• Knowledge of and ability to apply good vocabulary, grammar, spelling and accurate punctuation to all written communications.
• Ability to record and transcribe minutes
• Working knowledge of medical terminology highly desirable
• Ability to exhibit maturity, poise, confidentiality and professionalism necessary to represent the Division, hospital, and health system
• Effective communication skills which demonstrate courteous, responsive, and discrete treatment of visitors and callers
• Self-motivation and organizational skills to carry out assignments with limited direction and supervision
• General professionalism (dress, body language, word choice, team player, positive attitude)

• Ability to maintain confidentiality regarding all information.
• Ability to prioritize and multi-task.

REPORTING RELATIONSHIPS

• Supervision Received

• Assigned Departmental Director/Manager

• Supervision Exercised

• May provide guidance to Volunteers, Interns, Students

INTERPERSONAL RELATIONSHIPS

• Directly interfaces with staff from the various departments, other health care team members, visitors, family members and external companies.

TOOLS/EQUIPMENT USED

• Operates specific office equipment: computer, fax machine, printer, copier, hospital information system network, etc.

PHYSICAL ENVIRONMENT/WORKING CONDITIONS

• General office setting. Occasional stress during emergence situations or multiple demands and/or telephone calls. Must reach and stretch in filing duties. Will lift and carry supplies/files of varying weights. Little or no risk or exposure to bodily fluids, infectious waste, or blood borne diseases. Employee will be instructed in proper use of personal protective equipment and specific protocols if assigned to duties where there may be risk.

This job description identifies the general nature and level of work to be performed. It is not to be considered an exhaustive list of responsibilities, duties or skills required of an incumbent.