Department Assistant

Administrative Support Specialist

Performs administrative activities within established guidelines to support multiple department operations. Provides secretarial support to facilitate smooth operation of multiple departments. Coordinates workflow to ensure operation within multiple departments.

Minimum Requirements

Education : High school diploma or GED. Associate's or business school degree preferred.

Experience : Three years of clerical, office, or administrative experience.

Other Credentials :

Knowledge and Skills : Broad knowledge of administrative and clerical functions. Possesses good understanding of organization's structure.

Special Training : Proficiency in Microsoft Office (Word, Excel, Outlook, Power Point) required. Familiarity with basic internet searching and browsing.

Mental, Behavioral and Emotional Abilities : Excellent organizational and interpersonal skills.

Usual Work Day : 8 Hours

Reporting Relationships :

Does this position formally supervise employees? No

Essential Functions :

• Maintains calendars for Department Head with accuracy, updating as changes occur. Schedules meetings and coordinates meeting arrangements, including facilities, catering, and logistics assuring smooth functioning of events. Makes travel arrangements as needed.
• Maintains, on a timely and accurate basis, records and databases of information specific to multiple departments, often of a highly confidential nature. Maintains confidential personnel files for department staff, processes time sheets and tracks PTO in accordance with policy and procedure, serves as liaison with Payroll and Human Resources.
• Coordinates the timely and accurate receipt, processing, production, and distribution of regular reports to appropriate department staff. Processes timely and accurately requisitions, invoices and expense reports, determines appropriate accounting codes, and obtain necessary signatures.
• Contacts, makes inquiries, and schedules appointments with appropriate outside individuals and vendors.
• Attends, participates in, and provides constructive input in assigned committee meetings.
• Prepares, edits, and proofreads letters, memoranda, documents, and presentations from drafts or independently in a timely manner. Designs formats and lays out presentations and documents as needed, using basic and intermediate features of MS Office applications (Word, Excel, Power Point). Reviews, determines appropriate disposition of, and respond to mail, faxes, email in a timely manner. Performs a variety of clerical tasks : monitors and orders office supplies, makes copies, sends and receives faxes as required. Maintains an orderly filing system for records, documents, computer diskettes, printed material, and hospital and departmental manuals.
• Organizes data and information on a regular basis. Ensures maintenance of hard copy and computer files periodically as required. Maintains existing databases in standard and specialized database applications. May conduct research on the Internet. Maintains hospital and departmental logs and catalogs.
• Serves as liaison with facilities or building management, safety, and security to ensure consistent provision of services and to resolve problems as needed.
• Participates in office renovation, space allocation, and office moves, coordinating IS, telephone, facilities and other support services as needed. Performs other duties as assigned and is willing to adapt to changing departmental demands and needs.
• Develops, formats, prepares, and / or types purchase orders, requisitions, work schedules, correspondence, reports, and other related documents. Expedites and ensures delivery of materials and supplies.
• Performs other duties as assigned.

Physical Demands and Work Environment :

Frequent physical demands include : Standing, Walking, Wrist position deviation, Keyboard use / repetitive motion, Talk or Hear. Occasional physical demands include : Climbing (e.g., stairs or ladders), Carry objects, Push / Pull, Twisting, Bending, Reaching forward, Reaching overhead, Squat / kneel / crawl, Pinching / fine motor activities. Continuous physical demands include : Sitting. Lifting Floor to Waist 20 lbs. Lifting Waist Level and Above 20 lbs. Sensory Requirements include : Very Accurate 20 / 40, Near Vision, Accurate Far Vision, Color Discrimination, Minimal Depth Perception, Accurate Hearing

This position is eligible for the following benefits : Medical Plan, Prescription drug coverage & In-House Employee Pharmacy, Dental Plan, Vision Plan, Flexible Spending Account (FSA), Retirement Savings and Investment Plan, Basic Group Term Life and Accidental Death & Dismemberment (AD&D) Insurance, Supplemental Group Term Life & Accidental Death & Dismemberment Insurance, Disability Benefits Long Term Disability (LTD), Disability Benefits Short Term Disability (STD), Employee Assistance Program, Commuter Transit, Commuter Parking, Supplemental Life Insurance, Voluntary Life Spouse, Voluntary Life Employee, Voluntary Life Child, Voluntary Legal Services, Voluntary Accident, Critical Illness and Hospital Indemnity Insurance, Voluntary Identity Theft Insurance, Voluntary Pet Insurance, Paid Time-Off Program.