Administrative Assistant - Administration - FT Days

Position Status:
Full time
Shift:
First Shift (Days - Less than 12 hours per shift) (United States of America)
Hours per week:
40

Job Information
Exemption Status: Exempt

A Brief Overview
The Administrative Assistant provides administrative support to the Senior Vice President(s)/Vice President(s). Must have excellent customer service skills and the ability to work in a fast-paced environment with strong attention to detail and maintain a balance between multiple priorities. Critical thinking and the ability to work independently are a must. The Administrative Assistant must be dedicated to the Small Moments culture and the Tenets of Stormont Vail Health.

Education Qualifications

• Associate's Degree or 5 years of administrative secretarial work experience can be substituted in lieu of education. Required
• Bachelor's Degree Preferred

• 5 years Administrative secretarial work experience, healthcare preferred. Education can be substituted in lieu of experience. Required

• Proficient in Microsoft Office products including Word, Excel, PowerPoint, and Outlook. (Required proficiency)

• Act as a liaison between the Senior Vice President(s)/Vice President(s) and team members, medical staff, and the general public.
• Coordinate and maintain effective office procedures and efficient workflows. Take action authorized in superior's absence and use initiative and judgment to see that matters requiring attention are referred to delegated authority or handled in a manner so as to minimize effect of Senior Vice President/Vice President's absence.
• Schedule appointments and maintain calendar. Make arrangements for and coordinate conferences and meetings, including but not limited to, preparing agendas and recording minutes.
• Prepare communication outlined by executive from oral or written directions. Sort, read and annotate incoming mail, email, and documents, and take appropriate action. Maintain follow up as well as follow through.
• Manage business itineraries and executive travel, including requests in SharePoint and reimbursement submissions. Track appropriate expenses and reconcile in Workday.
• Receive and assist visitors and telephone callers and refer them to executive or other appropriate person as circumstances warrant. Provide relief phone coverage for co-workers.
• Research and summarize information and supporting data in preparation for meetings, work projects and reports.
• Design, implement and maintain filing and records management systems, ensuring that information and records are easily accessible.
• Coordinate the monitoring of policies and procedures within the division(s).
• Assist in the coordination of committee activities within the division(s) or organization.
• Assist with clerical support within the division(s) or organization.
• Establish and maintain harmonious working relationships with executives, team members, physicians and customers.
• Assist co-workers where needed by creating unity as a team player. Must be able to reorganize schedule to accommodate workload demands of support departments and team members.
• Maintain a professional appearance and a neat and well-organized workplace.
• Coordinate and administer projects assigned by Senior Vice President/Vice President
• Maintain proficiency in Board Effect.

• Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
• Performs other duties as assigned

• Position is Not Patient Facing

• Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
• Stable access to electricity and a minimum of 25mb upload and internet speed.
• Dedicate full attention to the job duties and communication with others during working hours.
• Adhere to break and attendance schedules agreed upon with supervisor.
• Abide by Stormont Vail's Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.

• Hybrid

• No Supervisory Responsibility
• No Budget Responsibility No Budget Responsibility

• Balancing: Occasionally 1-3 Hours
• Carrying: Occasionally 1-3 Hours
• Climbing (Stairs): Rarely less than 1 hour
• Crawling: Rarely less than 1 hour
• Crouching: Rarely less than 1 hour
• Driving (Automatic): Rarely less than 1 hour
• Eye/Hand/Foot Coordination: Frequently 3-5 Hours
• Feeling: Occasionally 1-3 Hours
• Grasping (Fine Motor): Occasionally 1-3 Hours
• Grasping (Gross Hand): Occasionally 1-3 Hours
• Handling: Occasionally 1-3 Hours
• Hearing: Frequently 3-5 Hours
• Kneeling: Rarely less than 1 hour
• Lifting: Occasionally 1-3 Hours up to 10 lbs
• Pulling: Occasionally 1-3 Hours up to 10 lbs
• Pushing: Occasionally 1-3 Hours up to 10 lbs
• Reaching (Forward): Occasionally 1-3 Hours up to 10 lbs
• Reaching (Overhead): Rarely less than 1 hour up to 10 lbs
• Repetitive Motions: Frequently 3-5 Hours
• Sitting: Frequently 3-5 Hours
• Standing: Occasionally 1-3 Hours
• Stooping: Rarely less than 1 hour
• Talking: Frequently 3-5 Hours
• Walking: Occasionally 1-3 Hours

• Noise/Sounds: Rarely less than 1 hour