Administrative Assistant-Mary and Elizabeth - UofL Health

Overview

The administrative assistant performs routine clerical and reception duties, coordinates meetings and appointments, keeps office areas stocked and equipment in working order. They are responsible for ensuring smooth operations on a day-to-day basis for assigned area.  Assists with departmental and hospital-wide meetings, including minutes, as needed. May be responsible for time and attendance records and personnel files. May also monitor or maintain budget and grant information, analyze department needs and forecast expenditures. May assist in program recruitment activities.

Responsibilities

·       Answer phones, greet appointments or visitors

·       Maintains schedule of meetings and appointments

·       Prepares expense reports, reconciling charges with receipts, ensuring that they meet UofL Health policy requirements

·       Provides Clerical Support which may include, composing routine correspondence and documents for signatures/approvals by others as requested and/or finalize correspondence and document drafts by others, maintaining adequate office supplies, copying, filing and distributing documents, sorting mail and faxing documents

·       Schedules meetings, compile agendas and background materials, takes minutes, and ensures that meeting assignments are complete on schedule; coordinates use of office and conference rooms by scheduling users and, if required, ordering A/V equipment and catering; ensures that all conference rooms are clean and ready

·       May be responsible for accurate entries in the hospital application regarding time, attendance and payroll including: Attendance, call-ins and corrections and exception tracking (tardies, badge errors, etc.) handling validation issues

• Prepares spreadsheets and PowerPoint presentations
• Update monthly calendars with physician or director activities
• Assists with maintaining departmental unit specific policies/procedures and schedules of updates: formats and enters approved department policies on line 
• If applicable, ensures bonus charge or on-call is reported for employees, as needed and demonstrates understanding of activity codes and pay codes and how they affect the balancing grid for staffing coverage and is responsible for Editor sign-off of payroll prior to the cutoff time for the pay period
• Maintains compliance with all company policies, procedures and standards of conduct
• Complies with HIPAA privacy and security requirements to maintain confidentiality at all times

Performs other duties as assigned

Qualifications

Education:

• High school diploma or GED/ equivalent (required)
• Bachelor’s degree in any field/discipline (preferred)

Experience:

• Three (3) years of recent administrative or clerical experience (preferred)