Administrative Assistant

Administrative Assistant I

How would you like to work in a place where your contributions and ideas are valued? A place where you can serve with compassion, pursue excellence and honor every voice? At Wellstar, our mission is simple, yet powerful : to enhance the health and well-being of every person we serve. We are proud to have become a shining example of whats possible when the brightest professionals dedicate themselves to making a difference in the healthcare industry, and in peoples lives.

Work Shift : Day (United States of America)

Job Summary :

The Administrative Assistant I provides standard and routine administrative and clerical duties for the Director and Assistant Directors of the department, including but not limited to collecting / consolidating / distributing department statistical data, preparing documents for presentation, faxing / receiving documents, and ordering / maintaining records of purchase. Maintains all office files including policy and procedures. Assists with department budget preparation and distribution and various staffing reports. Attends monthly management / staff meetings and records / distributes minutes. Assists in other various operational duties including but not limited to, meeting scheduling, routing phone calls and communication and ordering supplies.

Core Responsibilities and Essential Functions :

Operations : Provides administrative support to ensure efficient daily operations of the department. Oversees office operations and ensures office activities comply with policies and procedures. Coordinates, attends, prepares materials for and / or takes minutes at meetings and special events. Prepares charts and graphs for reports and presentations. Reviews incoming correspondence and identifies items of special interest to management; handles routine correspondence and prepares appropriate responses. Screens items that can be routinely handled and prepares appropriate responses.

Organization and management of comprehensive schedules. Prepare and revise documents including presentations, emails, reports, and agendas. Assist with developing presentations and meeting materials. Set up efficient systems to organize workflow including but not limited to filing, incoming and outgoing mail and correspondence, to-do lists and emails. Prioritize and facilitate leadership projects. Maintains databases and spreadsheets; may also analyze data and design / generate associated reports. Create and maintain spreadsheets for tracking various department data, information, requests and supplies. Compile financial, statistical data and reports as assigned.

Office Administration : Orders office supplies and maintains inventory. Ensures office machines (e.g. phones, printers, copiers, and fax) are in working order and may perform routine troubleshooting, as needed. Provides oversight for general day-to-day office operations. Coordinates meeting spaces and arrangements. Ensures administrative and procedural processes are upheld. Addresses administrative and procedural issues as needed. Monitors and tracks expense transactions, at times against a stated budget. Assists with routine human resources activities (i.e., new employee orientation, maintenance of personnel files, updates to Human Resources). Prepares or assists in the preparation of budgets, proposals, status reports and financial statements. Reviews and processes expense reports for leadership and staff.

Communication Development and Production : Prepares correspondence and communication materials. Oversees production of communication pieces including proofing and dissemination. Uses word and data processing software to complete necessary correspondences, database entries, and reports. Responds to emails and phone calls promptly and professionally. Manage follow up communication on issues and provide reminders. Attends monthly management / staff meetings and records / distributes minutes. Performs other duties as assigned. Complies with all Wellstar Health System policies, standards of work, and code of conduct.

Required Minimum Education :

• High School Diploma General or GED General

Required Minimum License(s) and Certification(s) :

All certifications are required upon hire unless otherwise stated.

Additional License(s) and Certification(s) :

Required Minimum Experience :

Minimum 3 years directly related experience Required

Required Minimum Skills :

Ability to type 60 WPM. Knowledge and skills using PC. Ability to effective communicate over phone, in person and in writing. Strong proofreading skills. Ability to read, interpret, and apply hospital and department policies and procedures, Able to transcribe and convey messages. Able to create and maintain effective and positive working relationships with others.

Join us and discover the support to do more meaningful workand enjoy a more rewarding life. Connect with the most integrated health system in Georgia, and start a future that gives you more.