SLH Administrative & Project Assistant - Alameda Health System

SUMMARY: The SLH Administrative & Project Assistant provides confidential administrative support and carries out responsibilities in a manner that helps establish a professional environment appropriate to the assigned function. The incumbent supports, coordinates, implements and/or manages a variety of key departmental projects. This position performs operational and administrative support duties as required for the leaders in the assigned function. Performs related duties as required.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification, however, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Coordinates and implements a variety of departmental projects; provides operational and procedural support to the department leadership by coordinating and assisting with day-to-day department operations.

2. Schedules appointments/meetings with multiple participants with appropriate prioritization and optimum balance between meetings, travel time, appointments and work time. Maintains control of scheduling of all campus meeting rooms, arranges for audiovisual aids, distributes meeting notices as needed, prepares materials, and confirms attendance. Accepts requests from internal and external parties seeking meeting space, prioritizes and assigns in accordance with policy, takes initiative to resolve schedule conflicts promptly. Takes minutes and distributes as required.

3. Greets visitors in a friendly and professional manner and directs to appropriate location. Receives complaints from patients, physicians, or visitors, documents and routes to appropriate department leadership, maintaining strict confidentiality. Remains calm, professional, and polite when faced with visitors who are upset, openly hostile or angry. Answers telephone and takes complex messages, or routes as appropriate. Serves as initial contact between Administration and other departments, visitors, physicians, and hospital staff.

4. Sorts, screens, prioritizes and routes mail, attaching pertinent correspondence and other relevant data for reference; determines in what priority material should be referred to the department leadership’s attention. Prepares outgoing mail as needed. Composes routine correspondence for signature by Management.

5. Maintains database of all provider contracts, and ensures timely recording in Tract Manager. Receives monthly invoices from vendors providing contracted services, verifies approvals, and submits for payment. Tracks outstanding invoices and works with AP to resolve any issues related to payment amount or timeliness. Develops and maintains confidential filing system which ensures safe storage and easy retrieval of key documents, contracts and records. Maintains current Policy & Procedure site on Intranet, Title 22 Manual, "Chron" files for department leadership’s correspondence and other files as identified.

6. Prepares and analyzes various databases and prepares statistical reports as required and assigned. Develops and maintains work flow procedures and revises procedures manuals, ensures the availability of current information by collaborating with specific department, leadership and IT for the ongoing updating of forms and processes, as well as overall accuracy of department contact information on AHS’s Intranet and website.

7. Develops partnerships with various departments; tracks budget spending, orders supplies; prepares and submits Purchase Order, Invoices and Expense Reimbursement to Accounts Payable for payment; investigates and resolves billing /payment discrepancies; tracks Paid Time Off (PTO), audits and approves timekeeping and works with payroll on related issues, works with the Contracts department to expedite contracts, works with Materials Management, Engineering and Information Technology on issues needing resolution and on office moves and facilities management issues. Oversees use and ordering of office equipment & supplies for Administrative office. Ensures that all supplies and equipment are used for hospital related business.

8. Handles confidential information which has not yet been made public and normally available only to the department leader and his/her top-level staff; records actions to be taken on sensitive matters, based on a thorough knowledge of the department policies; takes responsibility for releasing information to authorized parties.

9. Maintains department leadership’s appointment calendars exercising considerable discretion in committing department leadership’s time or referring caller to another appropriate source of information or service; advises department leadership of appointments; sets up meetings, contacts participants, reserves rooms, prepares notices and agenda; and assembles material/documents needed for such meetings.

10. May be assigned lead supervision of administrative and/or clerical staff.

11. Prepares correspondence and documents; prepares agendas and transcribes minutes of monthly department leadership’s managers and departments/team meetings; may take dictation from the department leadership; schedules, works with manager on agendas for meetings and other special committee meetings; take notes and distribute as instructed; edits drafts for composition and grammatical structure; prepares special reports.

12. Relieves department leadership of certain administrative details by routinely and independently performing administrative support tasks such as researching operating problems; independently refers matters to other staff members for research; contacts outside vendors, general public or County representatives on matters requiring independent judgment.

13. Screens phone calls, often personally handling those originally intended for the department leader; provides information requiring knowledge of the department leader’s particular area of responsibility; answers questions that involve searching for and abstracting technical data and detailed explanation of laws, policies, or procedures, referring only matters requiring policy decisions to superiors.

MINIMUM QUALIFICATIONS:

Education: High Diploma or GED required.

Education: A.A. degree or Bachelor’s degree preferred.

Minimum Experience: The equivalent of three years experience as an Administrative/Executive Assistant or three years of project management.

Preferred Licenses/Certification: Project Management Professional (PMP) certification from an accredited college/university program.

PI253513467