Job Objective:
Under the direction of the Executive Director/Director an Administrative Assistant performs a wide variety of complex duties. These duties require a high degree of accuracy and attention to detail. An Administrative Assistant oversees and supports multiple departments and managers. 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. Payroll
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- Processes Time and Attendance according to hospital policy.
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Responsible for ensuring accuracy of employee time and attendance; verifying changes with employee prior to the close of the pay period.
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Processes Time Corrections Forms weekly and as needed.
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Notifies Executive Director/Director/Manager of any significant or trending payroll issues or behaviors which deviate from established norms.
- Management Support
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- Provides secretarial assistance in planning meetings; developing agendas, preparing committee and quality reports.
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Performs typing and correspondence duties as needed.
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Answers and screens calls for the Executive Director/Director/Manager as needed
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Orders dietary, clerical and department supplies, signs, and materials.
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Assists patients, family members, visitors, doctors, hospital staff and the public with inquiries.
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Manages special projects from inception to completion as needed
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Coordinates seminar and travel arrangements for department staff.
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Prepares departmental reports, as needed.
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Updates and maintains required department logbooks and tracking tools.
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Updates department disaster wheel and call list each month and whenever changes are needed.
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Handles equipment malfunctions by ordering necessary repairs or replacement under the direction of leadership or their designee.
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Works with Leadership and Education to establish schedules and orientation for new employees.
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Participates in secretary evaluations by providing input to manager.
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Assists Executive Director/Director/Manager with investigations requiring coordination of reports and resources under the purview of the administrative administration.
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Prepares appropriate disciplinary actions.
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Assist with contract preparation.
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Prepares purchase orders and check requests.
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Scheduling/Attendance/Leave Oversight
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- Enters employee schedules into the scheduling system.
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Ensures schedules are posted on time on unit and to staff.
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Processes schedule changes as they occur.
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Tracks staff attendance, drafts disciplinary actions as needed and submits to Human Resource and the Executive Director / Director / Manager for review.
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Keeps track of all employee leaves, absences, vacations, and non-work related hours (e.g. EDP benefit or Kin-Care Days).
- Education
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- Works collaboratively with the Education Department to prepare educational material for Secretary I & II.
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Performs secretarial education as directed by the Education Department and Executive Director/Director/Manager.
- Monitors compliance with and follows up with unit staff regarding competencies and emergency certifications.
Non-Essential Duties:
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Other duties as assigned.
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Handles distribution of incoming/outgoing mail.
Knowledge, Skills and Abilities:
Knowledge
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Demonstrated knowledge of English language; spelling, grammar and punctuation.
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Demonstrated knowledge of secretarial procedures and practices.
Skills
- Skilled in use of computers and programs in a hospital setting.
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Excellent oral and written communication skills.
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Strong communication and organization skills.
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Good, planning, time management and decision–making skills.
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Good analytical and problem-solving skills.
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Excellent interpersonal skills and strong customer focus.
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Proficient in the use of Microsoft Office applications.
Abilities
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Ability to type at least 50 wpm.
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Ability to perform mathematical calculations.
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Ability to prioritize work load.
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Ability to use diplomacy and discretion when giving out information and referring and directing callers and visitors.
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Demonstrates the ability to work in a fast-paced team environment handling multiple priorities with a high degree of accuracy.
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Demonstrates the ability to maintain a high level of confidentiality.
AVH Values: All AVH employees will effectively demonstrate these values:
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Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
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Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
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Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
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Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
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Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
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Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
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Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
Education and Experience:
Education
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High School Diploma and/or equivalent experience
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Associate or Bachelor degree preferred
Experience
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3-5 years of secretarial/administrative experience.
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Prior experience working in hospital, hotel management, or similar field is strongly preferred.
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Previous experience supporting management teams is strongly preferred.
Required Licensure and/or Certifications:
AVH Conduct/Compliance Expectations:
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Ability to adhere with AVH Absenteeism and Tardiness Policy
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Ability to adhere with AVH Leaves of Absence Policy
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Ability to adhere with AVH Paid Time Off (PTO) Policy
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Ability to adhere with AVH Recording of Hours Worked Policy
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Ability to adhere to the department dress code
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Ability to organize work and establish priorities
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Ability to expand on own initiative in performance of duties
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Skill and ability to follow the telephone etiquette/standards
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Conforms to AVH Standards of Excellence
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Ability to function effectively under pressure and meet time parameters
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Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
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Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
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Ability to maintain the confidentiality of patient, hospital and department information
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Ability to adhere to safety rules and regulations
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Safely and effectively uses all equipment necessary to carry out duties
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Ability to interpret and function under hospital and department policies and procedures
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Conforms with required and appropriate JCAHO requirements
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Conforms with and supports hospital quality assurance and improvement guidelines
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Ability to participate effectively in department and hospital staff education
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Display a willingness to work as a team player
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Ability to give and support the highest level of patient/customer satisfaction at all times
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Supports and adheres to the values and mission statement established by the AVH Board of Directors
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Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its requirements; complies with duty to report behavior standard; demonstrates understanding of purpose for a Compliance hotline and the importance of seeking guidance from a supervisor or the Compliance Officer when in doubt regarding a possible compliance issue
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Ability to follow the Code of Business Conduct (Standards of Business Ethics and Integrity)
Physical Requirements and Working Conditions:
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Work is performed in a fast paced environment
- Must be able to used standard office equipment, sit, and walk to meetings.
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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.
(05.27.21)
