Address
Form of workEmployment Type:
Full timeShift:
Day Shift
Description:
As a senior-level administrative assistant, oversees or provides comprehensive administrative support to regional executives. Independently composes, and prepares non-routine correspondence, scheduling, and coordinates complex meetings. Gathers and analyzes data to develop non-routine reports, and develops preliminary budget recommendations, projections and forecasts. Anticipates department's and managements' needs, and takes initiate to develop action plans to meet those needs. Acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns and recommends course of action to resolve. May be responsible to train; provide direction or delegate tasks to less senior assistants.
ESSENTIAL FUNCTIONS:
The Executive Assistant will provide part-time administrative support for the Radiation Safety Program, spending two days per week onsite at the Ann Arbor location, preferably Tuesdays and Thursdays. On occasion, one of the onsite days may need to be at a different Trinity Health facility in or around Ann Arbor. Core onsite duties will include: managing staff radiation dosimeters and associated regulatory records; maintaining personnel security records stored onsite; and organizing regulatory inspection records for X-ray machine testing reports. Additional Radiation Safety Program support tasks may be completed remotely during offsite hours through web-based platforms.
Independently prepares non-routine correspondence, documents and reports; usually from rough draft, machine dictation or shorthand. Develops a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex. Proofs and edits final materials for accuracy, consistency and clarity, and may submit for approval. Handles/processes information of a confidential or highly sensitive nature on a daily basis.
As gate keeper to the regional executive, listens to variety of issues from employee complaints, physician complaints, patient & family concerns, to donor calls. Using discretion and diplomacy makes a determination if regional executive should be interrupted for immediate concern. This includes screening phone calls & checking voice mail/email messages throughout the day and prioritizing the handling of issues as they arise.
Makes all travel arrangements necessary for off-site meetings/trips including but not limited to scheduling flight and hotel arrangements, completing seminar/meeting registration paperwork.
Assignments are broad in nature and usually require originality and ingenuity; as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent. Ability to select the best solution from several "right" answers require comprehensive and detailed knowledge of applicable departmental and System policies/procedures and basic knowledge of specialized field. Performs a wide variety of administrative duties with high volume and complexity.
Prepares non-routine responses to incoming correspondence, researches and distributes materials to managers or others, including necessary background information.
Researches, compiles and analyzes data from multiple sources for reporting. Prepares reports and statistics to develop recommendations based on subject matter knowledge. Operate/manage databases and software to maximize capacity, responsible for data integrity used for quality assurance, statistical reporting and/or other purposes.
Maintains the confidentiality of information acquired pertaining to patient, physicians, associates, and visitors to Trinity System. Discusses patient and hospital information only among appropriate personnel in appropriately private places.
SKILLS, KNOWLEDGE, EDUCATION AND EXPERIENCE:
Associate degree or equivalent, minimum of 7 years of administrative support experience. Must have additional formal clerical and PC training.
Comprehensive and detailed knowledge of departmental and Hospital policies/procedures; basic knowledge of the specialized field in order to complete task/projects, approve transactions (e.g. forms processing, payroll or purchasing), or resolve non-routine administrative problems. Advise and determine applicable policy, procedures and requirements (e.g., recommend procedures to improve efficiency of forms processing).
Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.). Proficiency using databases and graphics software.
Excellent organizational and time management skills.
Ability to see "the big picture" in order to be a primary resource to others and for department.
Strong attention to detail. In-depth knowledge of medical terminology for transcription.
Excellent communication and interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other Hospital personnel, in order to relay and obtain information. Considerable tact and discretion for dealing with sensitive and confidential information, and for daily interactions with high level contacts inside and outside the organization.
Strong analytical skills to compile, research, and analyze data from multiple sources, and prepare statistics to develop recommendations and reports.
Our Commitment to Diversity and Inclusion
Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.
Full timeShift:
Day Shift
Description:
As a senior-level administrative assistant, oversees or provides comprehensive administrative support to regional executives. Independently composes, and prepares non-routine correspondence, scheduling, and coordinates complex meetings. Gathers and analyzes data to develop non-routine reports, and develops preliminary budget recommendations, projections and forecasts. Anticipates department's and managements' needs, and takes initiate to develop action plans to meet those needs. Acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns and recommends course of action to resolve. May be responsible to train; provide direction or delegate tasks to less senior assistants.
ESSENTIAL FUNCTIONS:
The Executive Assistant will provide part-time administrative support for the Radiation Safety Program, spending two days per week onsite at the Ann Arbor location, preferably Tuesdays and Thursdays. On occasion, one of the onsite days may need to be at a different Trinity Health facility in or around Ann Arbor. Core onsite duties will include: managing staff radiation dosimeters and associated regulatory records; maintaining personnel security records stored onsite; and organizing regulatory inspection records for X-ray machine testing reports. Additional Radiation Safety Program support tasks may be completed remotely during offsite hours through web-based platforms.
Independently prepares non-routine correspondence, documents and reports; usually from rough draft, machine dictation or shorthand. Develops a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex. Proofs and edits final materials for accuracy, consistency and clarity, and may submit for approval. Handles/processes information of a confidential or highly sensitive nature on a daily basis.
As gate keeper to the regional executive, listens to variety of issues from employee complaints, physician complaints, patient & family concerns, to donor calls. Using discretion and diplomacy makes a determination if regional executive should be interrupted for immediate concern. This includes screening phone calls & checking voice mail/email messages throughout the day and prioritizing the handling of issues as they arise.
Makes all travel arrangements necessary for off-site meetings/trips including but not limited to scheduling flight and hotel arrangements, completing seminar/meeting registration paperwork.
Assignments are broad in nature and usually require originality and ingenuity; as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent. Ability to select the best solution from several "right" answers require comprehensive and detailed knowledge of applicable departmental and System policies/procedures and basic knowledge of specialized field. Performs a wide variety of administrative duties with high volume and complexity.
Prepares non-routine responses to incoming correspondence, researches and distributes materials to managers or others, including necessary background information.
Researches, compiles and analyzes data from multiple sources for reporting. Prepares reports and statistics to develop recommendations based on subject matter knowledge. Operate/manage databases and software to maximize capacity, responsible for data integrity used for quality assurance, statistical reporting and/or other purposes.
Maintains the confidentiality of information acquired pertaining to patient, physicians, associates, and visitors to Trinity System. Discusses patient and hospital information only among appropriate personnel in appropriately private places.
SKILLS, KNOWLEDGE, EDUCATION AND EXPERIENCE:
Associate degree or equivalent, minimum of 7 years of administrative support experience. Must have additional formal clerical and PC training.
Comprehensive and detailed knowledge of departmental and Hospital policies/procedures; basic knowledge of the specialized field in order to complete task/projects, approve transactions (e.g. forms processing, payroll or purchasing), or resolve non-routine administrative problems. Advise and determine applicable policy, procedures and requirements (e.g., recommend procedures to improve efficiency of forms processing).
Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.). Proficiency using databases and graphics software.
Excellent organizational and time management skills.
Ability to see "the big picture" in order to be a primary resource to others and for department.
Strong attention to detail. In-depth knowledge of medical terminology for transcription.
Excellent communication and interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other Hospital personnel, in order to relay and obtain information. Considerable tact and discretion for dealing with sensitive and confidential information, and for daily interactions with high level contacts inside and outside the organization.
Strong analytical skills to compile, research, and analyze data from multiple sources, and prepare statistics to develop recommendations and reports.
Our Commitment to Diversity and Inclusion
Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.
