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Admin Asst Administration

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Job Snapshot
Location:
Irving, TX 75039 (map it!Map it! )
Employee Type:
Full-Time
Industry:
Healthcare - Health Services
Manages Others:
Not Specified
Job Type:
Admin - Clerical
Experience:
Not Specified
Travel:
None
Division:
Las Colinas Medical Center - Irving
Post Date:
10/29/2009
Contact Information
Ref ID:
06742-31951
Description Las Colinas Medical Center - Irving
  • Performs administrative support functions for Executive team at Las Colinas Medical center (i.e. calendar management, travel arrangements, meeting coordination, report generation, correspondence, etc.).
  • Coordinates day to day operations of Administrative office as appropriate.
  • Coordinates committees, meetings, etc. including scheduling, agenda, minutes, etc. as requested.
  • Maintains administrative files and other correspondence as indicated.
  • Serves as ambassador of administration by providing high level of customer service (i.e. polite & professional telephone etiquette, prompt response to physician needs & requests, prompt & courteous response to all customer needs and/or concerns, etc.)
  • Coordinates and manages other administratively directed functions as assigned.
  • Provides support services for respective Behavioral Directors as requested:
  • Manages schedule and calendars
  • Coordinates all travel arrangements
  • Submits & maintains expense reports
  • Completes & distributes operational reports as defined by Administrator
  • Coordinates committees & meetings (including minute completion)
  • Completes & distributes correspondence
  • Coordinates activities with Skyline Main Campus as required
  • Completes special projects & assignments (i.e. AHA Annual Survey, Capital Expense coordination, Hospital Services Inventory)
  • Serves as front line office receptionist (screening and directing incoming calls and visitors, providing information and/or forwarding calls to appropriate person, taking and forwarding messages as appropriate).
  • Provides back up for Human Resources Office Coverage.
  • Maintains organization-wide intranet policies: i.e. ADM/IPC/EOC.
  • Orders & maintains office supplies and dietary items for administrative office.
  • Maintains schedule for Board Room and Administrative Conference Room.
  • Bi-weekly payroll sorting and distribution.
  • Process check requests requiring signature of COO/CNO/MD (i.e. creation/processing, OIG/GSA verification, forwarding).
  • Manages and coordinates incoming mail for COO/CNO/MD (including opening and prioritizing).   
  • Coordinates special projects as assigned (social functions, holiday parties, florist usage, travel agencies, etc).
  • Serves as Medical Staff Liaison and coordinates with Medical Staff Office at Skyline Main Campus as needed.  
  • Coordinates Medical Staff check requests, Processes TennCare and Medical Director payments.
  • Serves as notary public.
Requirements
  • Associate Degree preferred
  • Minimum 2 years experience at Administrative Assistant or Executive Assistant level, or relevant experience preferred
  • Proficiency in all Microsoft applications; ie: Word, Excel, PowerPoint, Outlook, etc. preferred       
  • Proficiency in executive level meeting organization , preparation, and minutes preferred
  • Exemplary organizational and communication skills
  • Completes work within acceptable time limits.
  • Uses time wisely during shift.
  • Demonstrates the ability to set priorities.
  • Is able to perform several tasks simultaneously during peak workload situations.
  • Ensures accuracy and completeness of work performed.
  • Maintains a clean organized work area.
  • Demonstrates a thorough knowledge and understanding of policies and procedures in performing job duties.
  • Uses policy and procedure manual and other reference material when necessary to ensure proper course of action.
  • Demonstrates a thorough knowledge of work practices emergency procedures, and personal protective equipment to protect from exposure to chemical, radiation, and infectious hazards.
  • Demonstrates good judgment in handling situations not covered by written or verbal instructions.
  • Follows through with assignments and lets immediate supervisor know if unable to complete task.
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