Administrative Assistant to the Department Head

Summary

The Administrative Assistant performs diversified administrative and secretarial duties for the department, including serving as a receptionist to visitors, staff, architects, engineers, construction, and maintenance professionals by ascertaining their needs and directing them accordingly.

Essential Duties and Responsibilities

These duties and responsibilities described below represent the general tasks performed on a daily basis; other tasks may be assigned.

Administrative and Documentation Duties

• Type correspondences, reports, policies and procedures, and other documents to ensure the department is always current, responsive, and compliant with its scheduled and emergent obligations

• Distribute typed materials within 2–4 days, or as requested; ensure the finished copy is neat, in good form, and contains no spelling or typographical errors

• Exercise good personal judgment to set priorities for assignments/projects

• Maintain confidentiality in sensitive situations within and outside of the department at all times

• Type dictation transcriptions from tapes or rough notes by the time/date specified

• Make and distribute copies as requested

• Compose correspondences, when applicable, on own initiative and as requested

• Type policies and procedures, make copies, and distribute them to all appropriate parties in a timely fashion

• Follow through to ensure revised policies are approved by the manager/CEO

Meeting Coordination

• Support meetings to ensure they are a productive and efficient use of attendees' time

• Type meeting agendas, notices, materials, and minutes for staff meetings

• Send meeting notices and minutes to Committee members and staff

• For staff meetings, send out agenda 1 week prior

• Create and bind meeting materials three (3) days before each meeting, or as requested

• Submit minute drafts to the appropriate staff person within 2–4 days of the meeting

General Administrative Support

• Provides administrative support to the Department on a daily basis

• Answer telephone within 3–4 rings, and in a polite, professional manner between the hours of 7:30 A.M. and 4:00 P.M., Monday through Friday

• Promptly and appropriately follow-up as needed

• Written telephone messages are to be delivered promptly, and include caller's name, date and time of call, phone number, and message

• Submit work orders and notify Facilities supervisors and Mechanics of emergent issues using both phone and radio communication

• Tactfully screen calls and handle messages according to the degree of urgency implied or stated

• Always maintain discretion/confidentiality of sensitive information

• Assist supervisors in a variety of administrative matters, i.e. personnel actions, resolving payroll issues, staffing surveys, blood drives, United Way, etc.

Mail and Communication Handling

• Manage all departmental mail

• Open mail and distribute to the appropriate person or department

• Call the Director's attention to important matters within 2–3 hours of receipt

• Personally deliver highly confidential materials and urgent items to the specified recipients

Vehicle & Logistics Management

• Maintain appointment calendar for hospital automobiles, ensuring that cars are used to the maximum and accommodate the majority of employees

• Inventory the gasoline credit card usage to ensure the card is used minimally, but is available when needed

• Check the charges against the bill to make sure the correct billing occurs with no abuse

• Schedule hospital vehicles for service, inspection, and needed repairs

• CRMC’s contact with the Virginia Department of Motor Vehicles

• Maintain a list of employees driving Chesapeake Regional Medical Center cars, and work with insurance company to ensure proper insurance coverage

• If insurance company reports an employee has more than 8 minus points, notify supervisors to remove employee from a driving position

Records Management

• Update Recall list, departmental address, birthday and phone list

• File material in the appropriate files within 3 days for prompt retrieval

Procurement & Processing

• Prepare work orders, check requests, purchase requests, and other forms within 1–2 days of request, with no errors, and forward same to appropriate department for processing

• Copies are pended to assure follow-through

• Order copy paper for copiers and fax machines and other office supplies (PRN)

Payroll & Systems

• Process payroll accurately and in a timely manner

• Alternate Business Systems Administrator (BSA). Develops Requests for Service (RFS). Tracks repair requests and assures follow-through

Scheduling & Executive Support

• Coordinate schedule for Director of Facilities and Construction

• Schedule, cancel, and reschedule appointments, as needed, without error and giving adequate notice to those involved

• Exercise excellent judgment to prevent time loss and meeting conflicts

• Meet with the Director regularly to review issues relating to priority activities

• Make travel arrangements and hotel reservations as requested

• Prepare and process necessary paperwork in a timely manner, without error

Management Information & Reporting

• Maintain Department Management Information System:

  • Collect financial and productivity data from accounting and payroll reports, utility invoices, and other sources, then convert the data to the proper units and develop visualizations (charts, graphs, etc.) to depict monthly and annual performance trends

  • Perform Ad Hoc studies to determine the cause of performance anomalies and/or the effectiveness of new programs

  • Provide current graphs, charts and tables to the Director, VP, and Operations Manager to facilitate discussions and analysis of department's performance

  • Maintain current dashboard indicators to quickly identify areas of concern

  • Analyze historical data and provide reports to assist in projecting budget units of service and their cost

Other Responsibilities

• Attend required hospital-wide orientations, meetings, and in-services

• Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care

Supervisory Responsibilities

• Reports to: Director, Facilities and Construction

• Supervises: None

• Responsibilities: Not applicable

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• Minimum Required Education: High school diploma or equivalent with courses in typing, computer software, and office procedures

• Preferred Education: Not applicable

• Experience: 3+ years’ administrative/clinical assistant/support experience is required; applicants must be able to type 55+ words per minute (WPM) and have excellent working knowledge of Microsoft Office and Dictaphone

Certificates, Licenses, Registrations

There are no certifications/licensures required for this position.