Administrative Assistant

SCOPE OF POSITION:

Utilize independent judgment and initiative, while performing diversified secretarial, reception, office management and coordination of activities relative to the operation of the Senior Leadserhip Offices. Maintain excellence in customer service. Interactions may include professional and executive population. Report to senior leadership.

RESPONSIBILITIES:

• Screen all calls, responding to those not requiring executive attention. Ascertain caller's needs, provide information, direct calls as appropriate and distribute messages via voice mail.

• Using established guidelines and proper software, initiate, compose, word process, and edit a variety of reports, letters, minutes, spreadsheets and other documents.

• Maintain an organized and uniform filing system to facilitate retrieval of documents by the leaders, or other staff.

• Open, sort, review and distribute incoming mail.

• Schedule and arrange conferences and meetings (i.e., sends meeting notices, schedules facility space, assure other supplies are available as needed, arrange refreshments, etc.), and make travel arrangements as requested.

• Maintain leaders calendars on the P.C. as assigned, and leaders of non-routine meetings in a timely manner.

• Complete duplication and collation of materials and files master copy.

• Organize and complete assigned special projects and reports.

• Provide secretarial coverage for other Administrators as necessary.

• Prepare special assignments as required.

• Perform other related duties as required.

REQUIREMENTS:

• Ability to use computer for word processing, spreadsheets and related software.
• Ability to maintain confidentiality.
• Familiarity with the hospital organization and administrative policies and procedures.
• Ability to interface and effectively communicate with associates, all levels of hospital personnel, customers and members of the community.
• Must have basic computer skills and ability to access internet and other programs applicable to Waterbury Hospital procedures.
• Perform automated functions that fall within job responsibility.

• Associates Degree or equivalent with an emphasis on Secretarial Science or General Business.
• At least three (3) years secretarial experience.