Employment Type : Full-Time
This position provides and oversees a full range of clerical and specialized administrative functions of a critical and highly confidential nature for a director, multiple managers / physicians, major service line, multiple departments, multiple sites, or multiple functions, and/or projects that are highly complex in scope and nature. This role is assigned to those with a primary responsibility to provide administrative support such as preparing and composing correspondence, memoranda, reports, etc. The Administrative Assistant III screens telephone calls, receives and directs visitors, resolves routine inquiries, schedules and maintains calendar of appointments and schedules, sets up meetings and travel itineraries and coordinates related arrangements, prepares and distributes minutes of meetings, and operates a personal computer and appropriate software to create documents, presentations, reports, etc. This position assists in department programs, projects, and processes. Scope Wage: $19.98 + depending on experience Benefits: Medical, Dental, Vision, Tuition Assistance, 401K, HSA/FSA, and many more. Shift Details: Full Time; business hours Physical Requirements: Interact with others requiring employee to verbally communicate as well as hear and understand spoken information. Location: Work City: Work State: Scheduled Weekly Hours:
Assignments can be in functional areas such as administration, nursing floors, clinical areas, clinics, support areas, or other areas. Works under limited supervision, acting on own initiative and direction. May supervise lower level clerical employees.
Job Essentials
The Administrative Assistant III performs a majority of the following job essentials:
1. Performs a full range of clerical functions, assisting the department director or multiple managers in planning, organizing, implementing, and accomplishing department day-to-day functions and goals to relieve and assist the director or managers of complex details and advanced administrative duties. Makes interpretations and recommendations. May develop appropriate methods to handle information.
2. Greets customers, receives and screens incoming calls, answers routine inquiries, and routes calls to appropriate individual in a courteous and efficient manner.
3. Distributes, educates, and explains processes and paperwork to patients and/or customers. Responds to requests for information and appropriately releases information based on policy, ensuring customer requests and work assignments are prioritized and completed correctly and efficiently.
4. Collects information, compiles data from multiple sources at all organizational levels, searches and investigates information, and makes and checks routine calculations for specified forms, report formats, presentations, or other documents requiring specific knowledge of functional operations. Plans the layout of complex reports, proposals, and presentations. Proof-reads and completes documents, checking for accuracy. Coordinates collection and preparation of operating reports.
5. Executes special or continuous research and data analysis. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports / recommendations for action by manager / director. Enters data and manages information in a database. Maintains complex files and records. Maintains and updates department resources and tools such as employee lists, referral lists, phone lists, organizational charts, or other department information.
6. May assist in financial or budget information or preparation. Prepares analyses of information or data.
7. Types materials in final form from very rough or involved drafts which may utilize frequent use of technical terminology and statistical data.
8. Prepares, sends, sorts, and distributes mail.
9. Utilizes and provides basic maintenance for all office equipment including computers, scanners, phones, fax machines, printers, and copiers. Ensures the office equipment and facility / work area is in proper working condition. Contacts the appropriate service provider (i.e. housekeeping, computer support, or office equipment vendor) to resolve any issues that arise. Coordinates regular maintenance as needed.
10. Prioritizes and manages leaders' calendars to ensure business objectives are met. Schedules and confirms appointments, meetings, and travel arrangements. Uses judgment in matters affecting supervisor's calendar. Coordinates activities between departments and outside parties.
11. Provides support for meetings including preparing agendas, reserving rooms, sending appointments, coordinating catering, recording and distributing minutes. Sets up and trouble shoots phone, video, and web conferencing effectively.
12. Orders, stocks, monitors, and maintains adequate office and other supply inventory levels.
13. Independently investigates assigned problems, determining method of research, data, and information requirements as well as analysis techniques.
14. Tactfully handles difficult situations with staff and customers while remaining positive and professional. When needed, escalates issues to the appropriate staff member.
15. May provide medical transcription for clinical staff. Transcribes medical reports.
16. May act as a timekeeper and ensures timely and accurate submission of payroll information.
17. May complete accounts payable, billing, and purchasing processes according to policy.
18. May screen and interview job applicants and orient new employees. May provide work leadership for other support staff members.
19. May serve as administrative liaison with others within and outside the company regarding administrative issues related to operations. Advises others on policies or issues, using judgment and discretion.
20. May have contact with firms, organizations, or individuals from outside the company for coordination purposes.
Minimum Qualifications
Four years of experience working in an office setting, working in a clerical position with keyboarding and data entry responsibilities, or working in customer service.
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Leadership experience (e.g., providing training to others on their job duties, coordinating the work of others, coordinating projects, acting as a team lead, and directly supervising others).
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Experience supporting service line directors or multiple managers or functions.
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Strong interpersonal, verbal, and written communication skills including being proficient in spelling, punctuation, grammar, and other English language skills.
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Demonstrated interpersonal verbal and written communication skills including being proficient in spelling, punctuation, grammar, and other English language skills.
Preferred Qualifications
Bachelor's degree. Education must be obtained through an accredited institution. Degree will be verified.
Experience working in a healthcare setting.
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Medical terminology experience.
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Three years of experience with medical transcription.
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Operate computers, telephones, office equipment, including manipulating paper requiring the ability to move fingers and hands.
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See and read computer monitors and documents.
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Remain sitting or standing for long periods of time to perform work on a computer, telephone, or other equipment.