The Administrative Assistant I.S. performs all administrative and clerical duties in connection with supporting the I.S. department. The Administrative Assistant I.S. provides responsive and high quality services in a high pressure, dynamic environment and consistently demonstrates a strong sense of accomplishment as collaborative efforts to meet the needs of the department. The Administrative Assistant I.S. works directly with the Executive Assistant to the Vice President of Hospital Operations in the planning, execution, and communication of their responsibilities and often handles confidential cost / expense or business related information with professionalism and integrity.
Work collaboratively with Executive Assistant, Hospital Operations and business partners and with other I.S. Administrative Assistant
Take overflow phone calls for I.S. staff, provide computer system backup and cross-train in all administrative duties within the department
Significant part of day is meeting coordinator for project work groups; travel scheduling for operations audits, system roll outs/upgrades and training; policy development and updates; and work group/committee meeting minutes, and meeting support
Routine activities include:
Inventory control and procurement of office and computer supplies for the department
Faxing, scanning, copying and filing of documents
Distribution of mail to associates
Order office supplies and kitchen supplies
Help with shipping – prepare mailing labels for UPS, FedEx and others
Meeting Support including meal order and delivery coordination, materials availability and room set-up
The qualified candidate will have experience in the following areas:
3 or more years of administrative assistant experience required
1 or more years of information systems experience preferred
MINIMUM EDUCATION REQUIRED / PREFERRED:
High School Diploma/GED required
Associate’s Degree preferred or equivalent
Familiarity with IS, Technical operation and application support terms and department language required
Knowledge, Skills, and Competencies:
Shriners Hospitals for Children (SHC) and Fraternal Environments, including IS financial and inventory control processes. Familiar with / possesses a general knowledge of the IS domain including terms and concepts. Knowledge of Information Services at the broad level to provide answers to questions or know who to go to for answers. Strong understanding of managing the process of PO through invoice reconciliation and costs for all services provided to IS or business partners
Clerical. Knowledge of SHC administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Customer and Personal Service. Knowledge of principles and processes for providing customer and personal services. This includes assessing customer needs, meeting quality standards for services, and evaluating customer satisfaction.
Computers. Possesses technical knowledge of systems and logical ability to use MS Office Suite and other appropriate software packages for invoice and PO tracking; (i.e., Adobe, PowerPoint, and extensive Excel usage).
Skills and Abilities
Active Listening. Gives full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate.
Confidentiality. Demonstrates the understanding of confidentiality concerning internal and external Shriners customers, business partners and data.
Integrity. Demonstrates integrity by being honest and ethical. Demonstrates credibility, calm and sense of purpose during stressful situations.
Time Management. Manages one's own time and the time of others, as required. Demonstrates the ability to prioritize, problem solve and make decisions in a timely manner. Follows escalation processes. Assures the IS Department is secure with all urgent needs met by the end of the day. Responds to ad hoc and routine requests quickly and accurately.
Critical Thinking and Problem Solving. Uses logic and reasoning to approach problems. Readily accepts new challenges, work assignments and establishes the most effective way to address new issues, actions, activities and challenges. Thinks quickly and responds rationally and politely to inquiries, work demands, new work and changes in direction including aggressive deadlines.
Active Learning. Understands the implications of new information for both current and future problem-solving and decision-making. Proactively seeks opportunities to acquire additional knowledge and skills, including cross-training with other IS Department staff. Open to change (positive or negative) and to considerable variety in the workplace.
Monitoring. Monitors / assesses performance of self, other individuals, or organizations to make improvements or take corrective action. Responds to requests quickly; keeps IS managers abreast of status of work activities and issues for resolution. Proactively seeks feedback to support professional development.
Service Orientation. Actively looks for ways to help people. Cooperates by being pleasant with others on the job and displaying a good-natured, cooperative attitude. Willing to take on responsibilities and challenges with a sense of urgency and confidence.
Detail Focus. Tactical ability to keep accurate logs, provide technically correct materials, update data with a high level of accuracy, and conducts research as needed by IS management. Careful regarding details, thorough in completing work tasks.
Coordination and Personal Networking. Adjusts actions in relation to others' actions. Shows the ability to network internal and external to the Shriners, as required.
Conflict Resolution. Demonstrates ability to quickly identify root causes of issues, potential mitigation strategies, and effectively solve conflicts as they arise. Maintain composure, avoiding aggressive behavior, even in very difficult situations.
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