Administrative Assistant

SummaryUnder general supervision, perform a variety of secretarial and administrative functions. May include functional supervision of clerical support staff.ResponsibilitiesPrepare a variety of materials in final form including memos, correspondence and statistical reports. Must be able to work from rough drafts, dictation or utilize software programs such as word processing, spreadsheets or data base management.Compose and send out in own name, routine memos and correspondence based on own knowledge of the situation. Composes rough drafts of more detailed correspondence and reports for director's review.Receive and screen visitors and telephone calls.
Ascertain needs and establish priorities. Provide information or resolve matters on own authority according to established policies, often drawing on knowledge of the department, the school and outside organizations.Maintain appointment schedule without prior clearance, often coordinating supervisors' commitments as well as those with outside associations such as national organizations or private practices. Schedule coordinate and attend inter-departmental meetings. Compile agenda and related materials.
Type and distribute minutes.May perform duties related to supervisor's holding office in state/national/international organizations such as coordinating conferences or special events. Duties will include securing facility, contacting and coordinating speakers, confirming arrangements and preparing all necessary materials. May attend events for the purpose of registering guests, assisting with recordkeeping duties and event details.Monitor budget, review purchase requisitions and maintain accurate financial records on departmental expenses.Maintain departmental recordkeeping and filing systems including patient, budget, payroll, and personnel data, policy and procedure manuals and databases.May assume regular responsibility for recurring projects or programs requiring a knowledge of department or corporate operations and the use of independent judgment.Maintain department inventory including ordering supplies and processing purchase orders. Meets with vendors to review and/or evaluate new supplies or equipment.Provide functional guidance to new employees or other clerical employees as needed.Maintain quality assurance, safety, environmental and infection control in accordance with established system policies, procedures and objectives.Perform other related duties as required.BASIC KNOWLEDGEHigh School Diploma, with additional training to acquire rapid, accurate typing skills, transcription and word processing skills.EXPERIENCEThree or more years secretarial/office experience.Knowledge of medical/psychiatric terminology helpful.At least two years experience in hospital admitting procedures