Department Coordinator/ Administrative Assistant Environmental Services

JOB SUMMARY:

General administrative duties which includes typing, filing, answering the

telephone, organizing and maintaining clerical supplies, mail pick up and

delivery, keeping calendars, schedule meetings, and any other miscellaneou

tasks. Provides administrative support to EVS manager, supervisors and staff, (85 FTEs), interfaces with all levels of staff and physicians. Maintain appropriate database

and process a variety of statistical reports.

ESSENTIAL FUNCTIONS:

o Types, transcribes, word processes, copies, collates, and distributes re-

ports, correspondence, minutes, patient records, and other materials.

o Drafts and edits written communications as necessary.

o Answers the telephone and gathers screening information; takes, relays, and

manages messages and/or provides routine information.

o Greets, directs, and/or assists internal and external customers. Assesse

and prioritizes customer needs.

o Coordinates, facilitates, and arranges the scheduling of internal and

external appointments and meetings.

o Pick up and deliver incoming/outgoing mail, opens, sorts, and prioritize

needs.

o Organizes and maintains files, records, logs, and other controlling

ystems; retrieves files as needed. Develops and maintains systems to

assure accurate, confidential and retrievable information.

o Maintains responsibility for securing space and confidential information

according to department and hospital policy.

o Copies and distributes reports, faxes copies as needed.

o Maintains and stocks inventory of supplies and makes recommendation

regarding needs.

• Prepares forms and requisitions as assigned.

ESSENTIAL FUNCTIONS (continued):

o Understanding of EVS information support systems, i.e. Premise, PeopleSoft, UKG, Epic Bed Control

• Completes weekly UKG payroll, daily time sheets edits

• Enters all PeopleSoft data, i.e. Merit Reviews, Data Changes, etc

o Assures timely processing of all EVS invoices.

• Maintains all Medical Waste Manifests

• Maintains all Training Records

• Maintains all inspection forms/audits

o Attends, records and transcribes minutes from departmental meetings a

assigned.

o Maintains inventory of supplies and educational materials, make

recommendations regarding needs for office supplies and program materials.

o Screens and troubleshoots telephone calls from all disciplines; walk-in

and all internal/external inquiries.

o Coordinates room bookings for all programs with Conference Room

Coordinator.

o Works with Director, Manager, and Supervisor on projects a

needed.

Qualifications

QUALIFICATIONS:

- High schoolgraduate or equivalent with two to three years secretarial

experience; ortwo years post high school education with one year

ecretarialexperience.

- Ability to type50 words per minute unless otherwise specified by

department.

- Proficiency inword processing.

- Knowledge ofspreadsheet and database preferred.

- Proficiency inunderstanding written and oral communication.

- Demonstratedevidence of:

* effectivecommunication skill

* abilityto problem solve

* abilityto get along with other

* abilityto confront issues appropriately.

EEO Statement

Newton-Wellesley Hospital will provide equal employment opportunities to all applicants and employees without regard to race, color, religion, gender age, national origin, disability, marital status, genetic information, veteran or active military status, gender identity or expression, or sexual orientation.