Perform administrative and secretarial responsibilities to support the manager and other staff members in a challenging and fast-paced work environment. Perform duties of a confidential nature. Work under general guidance and supervision. Responsibilities may include communication and coordination with all levels of internal and external customers, receiving and screening calls, correspondence and/or visitors, making travel and meeting arrangements, preparing correspondence, documents and reports as needed.

Qualifications:
Minimum Education
High School Diploma or GED (Required)

Minimum Work Experience
4 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment. Experience should demonstrate ability to analyze and interpret data, prepare reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of meetings, and organize files and correspondence (Required)

Functional Accountabilities
Administrative and Secretarial

• Responsible for scheduling appointments and arranging meetings, conferences and travel. Ensures the manager's knowledge of schedule 24 hours in advance. May assist in creating meeting agenda and taking minutes.

• Organizes and maintains correspondence, files and records in accordance with internal procedures.

• Follows up on pending matters under the manager's direction and supervision, providing feedback in a timely manner.

• May assist in coordinating the workflow within the manager's scope of oversight. Initiates follow-up action as needed.

• May assist in researching information requests under the manager's guidance and supervision. May assemble relevant data and compiles information as directed.

Communications

• Serves as a liaison to other managers and staff members, internal/external customers.

• Communicates and/or coordinates the manager's instructions and desires with various individuals and/or departments/divisions. Furnishes and obtains information from others as needed.

• Receives and screens calls, correspondence, and/or visitors for the manager and other staff members.

• Answers routine inquiries and refers more complex requests to appropriate staff member .

Office Technology

• Drafts and types routine letters and memos from specific instructions.

• Utilizes various software and/or learns new computer applications to meet unique work needs and improve productivity.

• May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.

Project Coordination

• May prioritize and coordinate project(s), and follows through on issues in a timely manner under the guidance of the manager.

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance

Organizational Accountabilities
Budgeting and Planning

• May assist in tracking the overall budget for the manager by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.

• May process invoices, reimbursements and other payments.

Organizational Commitment/Identification

• Partner in the mission and upholds the core principles of the organization

• Committed to diversity and recognizes value of cultural ethnic differences

• Demonstrate personal and professional integrity

• Maintain confidentiality at all times

Customer Service

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others' ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

Organizational Accountabilities (Staff)
Organizational Commitment/Identification

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others' ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance