Secretary Administration - Nursing Administration - Full Time/Days - Req #1963258774

Job Objective:

The Administrative Secretary competently performs a wide variety of complex duties. These duties require a high degree of accuracy and attention to detail. This person must be able to work independently, exercising good judgment, is detail-oriented, perceptive, and able to anticipate and meet the needs of the Executive Director, Director, and/or Manager.

Duties and Responsibilities:

1. Manage Administration Reception Desk (or) Nursing Office as requested:

1. Greet all incoming visitors, meeting guests and phone callers with a courteous, professional demeanor, addressing needs, recording complaints, and/or re-directing callers appropriately.
2. Sort and distribute incoming mail, handle weekly check disbursement, and manage log of signature items into and out of the department.

1. Provide Support to Administration or Nursing Administrative Department
   1. Answer phones, manage conference rooms, order department supplies, place work orders, and complete typing, faxing, scanning tasks as requested.
   2. Coordinate Administration representation for departmental activities (birthday celebrations, toy box collection, Gala basket assembly, decorating contests)
2. Provide Administrative Support to Executive Assistant to CEO/CFO or Director for Nursing Administration
   1. Assist Executive Assistant to CEO/CFO as needed with calendar coordination, preparation of check requests, special projects, management of company credit card, back-up when out of the office, and other duties as requested.

Management Support

1. Provides secretarial assistance in planning meetings, developing agendas, preparing committee and quality reports
2. Performs typing and correspondence duties as needed
3. Answers and screens calls for Executive Director/Director as needed.
4. Orders dietary, clerical and department supplies, signs and materials
5. Assists patients, family members, visitors, doctors, hospital staff and the public with inquiries
6. Manages special projects from inception to completion as needed
7. Coordinates seminar and travel arrangements for department staff.
8. Prepares departmental reports, as needed
9. Updates and maintains required department logbooks and tracking tools
10. Updated department disaster wheel and call list each month and whenever changes are needed.
11. Handles equipment malfunctions by ordering necessary repairs or replacement under the direction of leadership or designee.
12. Assists Executive Director/Director with investigations requiring coordination of reports and resources under the purview of the administrative administration.
13. Assists with Survey readiness; copying, scanning, keeping files secure for immediate retrieval.
14. Assist with contract preparation.
15. Prepares purchase order and check requests.

Non-Essential Duties:

• Assist with special projects.
• Assist hospital staff, medical staff, public, and patients.
• Other miscellaneous duties and responsibilities as assigned.
  

Knowledge, Skills and Abilities:

Knowledge

• Knowledge of AVH policies and procedures, written and electronic resources, hospital structure and office practices
• Demonstrated knowledge of office practices and procedures
• Demonstrated knowledge of the English language, spelling, grammar and punctuation
• PC knowledge of Microsoft applications.

Skills

• Skills in handling multiple tasks and individual requests at once, prioritizing appropriately and maintaining a professional demeanor
• Skills in hearing and recording patient complaints, in person or over the phone, with a personal touch and professional demeanor
• Skilled in use of computers and programs in a hospital setting
• Excellent oral and written communication skills
• Excellent in planning, time management and decision-making skills
• Good analytical and problem-solving skills
• Excellent interpersonal skills and strong customer focus

Abilities

• Ability to type at least 50 wpm
• Ability to perform mathematical calculations
• Ability to prioritize work load
• Demonstrates the ability to work in a fast-paced team environment handling multiple priorities with a high degree of accuracy
• Ability to use diplomacy and discretion when giving out information and referring and directing callers and visitors.
• Ability to adhere to all AVH policies
• Ability and willingness to learn new technology and skills as needed and to take initiative to solve problems and create solutions
• Ability to type and perform data entry accurately.

Core Competencies: All AVH employees will effectively demonstrate these behaviors:

Accountability

Action Oriented

Customer Focused

Compassion

Effective Communication

Teamwork

Ethics & Values

Integrity & Trust

Education and Experience:

Education

• High school diploma required.
• Associate or Bachelor's degree preferred.

Experience

• 3-5 years of secretarial or administrative experience
• Prior experience working in hospital, hotel management, or similar fields is strongly preferred
• Previous experience supporting management teams is strongly preferred.

Required Licensure and/or Certifications:

• None

AVH Conduct/Compliance Expectations:

• Ability to adhere with AVH Absenteeism and Tardiness Policy
• Ability to adhere with AVH Leaves of Absence Policy
• Ability to adhere with AVH Paid Time Off (PTO) Policy
• Ability to adhere with AVH Recording of Hours Worked Policy
• Ability to adhere to the department dress code
• Ability to organize work and establish priorities
• Ability to expand on own initiative in performance of duties
• Skill and ability to follow the telephone etiquette/standards
• Conforms to AVH Standards of Excellence
• Ability to function effectively under pressure and meet time parameters
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
• Ability to maintain the confidentiality of patient, hospital and department information
• Ability to adhere to safety rules and regulations
• Safely and effectively uses all equipment necessary to carry out duties
• Ability to interpret and function under hospital and department policies and procedures
• Conforms with required and appropriate JCAHO requirements
• Conforms with and supports hospital quality assurance and improvement guidelines
• Ability to participate effectively in department and hospital staff education
• Display a willingness to work as a team player
• Ability to give and support the highest level of patient/customer satisfaction at all times
• Supports and adheres to the Mission, Vision & Values statements established by the AVH Board of Directors
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
• Ability to follow the Code of Conduct

Physical Requirements and Working Conditions:

(Please reference key physical and working conditions)

• Work is performed in a fast paced environment
• Must be able to use standard office equipment, sit and walk to meetings
• Able to lift/carry up to 25 pounds

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE: THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.