ADMIN ASSISTANT - AHMC Healthcare

The Administrative Assistant is responsible for providing a full range of secretarial and administrative support.

POSITION SPECIFIC DUTIES (other duties may be assigned)
Coordinates all secretarial/administrative activities and functions.
Handles matters of a complex, sensitive and confidential nature.
Greets and assists visitors, guests, major donors, physicians, former patients and/or family members.
Answers and screens incoming calls, routes visitors and mail appropriately and efficiently; including handling sensitive or confidential issues, patient complaints and route inquiries.
Compose, prepare, duplicate and distribute complex correspondence, including reports, letters, memoranda and minutes of various meetings.
Manage the scheduling of appointments and meetings. Coordinate room, equipment and food service arrangements for meetings as necessary. Includes preparing and circulating materials, notifying participants, generating & distributing minutes and meeting packets. Attends meetings, takes and transcribes minutes. Maintains official meetings minutes in binder file.
Maintain business calendar, including suspense/tickle files, tracking deadlines, informing staff of actions to be taken, charting progress, arranging and canceling meetings, coordinating details.
Handles travel arrangements, prepares and submits expense reports, and coordinates timely reimbursement.
Assists in the coordination and preparation of various reports; including Board reports and Executive Team reports.
Maintains an efficient filing system; files and purges materials on a regular and timely basis. Updates files Index at appropriate intervals.
Assures prompt filing, retention and easy retrieval of documents; maintains archival records and official hospital documents in accordance with the California Health Association Retention Schedule.
Set priorities, demonstrate skills in problem-solving, critical thinking and follow through with assigned functions.
Communicate effectively with various and diverse audiences.
Attend to urgent or unscheduled projects efficiently and effectively.
Perform other duties that may be assigned, or necessary to ensure all work and arrangements are complete, accurate, and in compliance with procedures.

QUALIFICATIONS/JOB REQUIREMENTS:
EDUCATION:
 College Graduate or AA degree; minimum of three years’ experience in executive administration, preferably in healthcare.
EXPERIENCE:
 Office management experience and experience with medical organizations are preferred.
CERTIFICATIONS/LICENSURE:
 NA
OTHER SKILLS, ABILITIES; KNOWLEDGE:
 Knowledge of sound, efficient and effective office management and administration procedures and techniques.
 Proficiency in word processing (Word and/or Word Perfect), spread sheets/data management, Power Point, Excel, typing and use of standard office equipment.
 Demonstrated skills in verbal and written communications.
 Demonstrated utilization of tact and discretion in handling confidential information.
 Demonstrated ability to perform duties with minimal or no supervision. Must possess initiative to carry out responsibilities and utilize sound judgment, confidentiality and discretion.
 Demonstrated ability to work effectively with governing boards, administrators, managers and staff.
 Takes the initiative with ability to anticipate and identify needs of the Administrator.