Administrative Assistant – WIP Administration - Full Time/Days- Req# 2117962204

Brief Description 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:

• Payroll

• Processes Time and Attendance according to hospital policy.
• Responsible for ensuring accuracy of employee time and attendance; verifying changes with employee prior to the close of the pay period.
• Processes Time Corrections Forms weekly and as needed.

• Notifies Executive Director/Director/Manager of any significant or trending payroll issues or behaviors which deviate from established norms.

• Management Support
• Provides secretarial assistance in planning meetings; developing agendas, preparing committee and quality reports.
• Performs typing and correspondence duties as needed.
• Answers and screens calls for the Executive Director/Director/Manager as needed
• Orders dietary, clerical and department supplies, signs, and materials.
• Assists patients, family members, visitors, doctors, hospital staff and the public with inquiries.
• Manages special projects from inception to completion as needed
• Coordinates seminar and travel arrangements for department staff.
• Prepares departmental reports, as needed.
• Updates and maintains required department logbooks and tracking tools.
• Updates department disaster wheel and call list each month and whenever changes are needed.
• Handles equipment malfunctions by ordering necessary repairs or replacement under the direction of leadership or their designee.
• Works with Leadership and Education to establish schedules and orientation for new employees.
• Participates in secretary evaluations by providing input to manager.
• Assists Executive Director/Director/Manager with investigations requiring coordination of reports and resources under the purview of the administrative administration.
• Prepares appropriate disciplinary actions.
• Assist with contract preparation.
• Prepares purchase orders and check requests.

• Scheduling/Attendance/Leave Oversight

• Enters employee schedules into the scheduling system.
• Ensures schedules are posted on time on unit and to staff.
• Processes schedule changes as they occur.
• Tracks staff attendance, drafts disciplinary actions as needed and submits to Human Resource and the Executive Director / Director / Manager for review.

• Keeps track of all employee leaves, absences, vacations, and non-work related hours (e.g. EDP benefit or Kin-Care Days).

• Education

• Works collaboratively with the Education Department to prepare educational material for Secretary I & II.

• 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:

• Other duties as assigned.
• Handles distribution of incoming/outgoing mail.

Knowledge, Skills and Abilities: Knowledge

• Demonstrated knowledge of English language; spelling, grammar and punctuation.
• Demonstrated knowledge of secretarial procedures and practices.

Skills

• Skilled in use of computers and programs in a hospital setting.
• Excellent oral and written communication skills.
• Strong communication and organization skills.
• Good, planning, time management and decision–making skills.
• Good analytical and problem-solving skills.
• Excellent interpersonal skills and strong customer focus.
• Proficient in the use of Microsoft Office applications.

Abilities

• Ability to type at least 50 wpm.
• Ability to perform mathematical calculations.
• Ability to prioritize work load.
• Ability to use diplomacy and discretion when giving out information and referring and directing callers and visitors.
• Demonstrates the ability to work in a fast-paced team environment handling multiple priorities with a high degree of accuracy.
• Demonstrates the ability to maintain a high level of confidentiality.

AVH Values: All AVH employees will effectively demonstrate these values:

• Patients Come First – We listen actively and…