About the position
The Administrative Assistant for Women's & Children's Services & Critical Care plays a crucial role in supporting the administrative, financial, and personnel functions of the department. This position involves performing research and analytical work, as well as providing a variety of administrative and staff support services. The Administrative Assistant will assist in the preparation and control of records, statistics, and reports related to operations and personnel. Additionally, this role requires coordination of projects and processes specific to the operating unit, serving as an administrative liaison with both internal and external stakeholders. The Administrative Assistant will also be responsible for resolving routine questions and problems, while referring more complex issues to management for further assistance. In this role, the Administrative Assistant will arrange appointments and meetings, coordinate meeting materials and agendas, and support staff in completing projects. They will organize major meetings, including distributing materials, arranging refreshments, and preparing nametags. The position also requires recording meeting minutes accurately, either through shorthand or rapid longhand. The Administrative Assistant will maintain and update the supervisor's daily calendar, answer telephones, route callers, take messages, and provide routine information to callers. Composing letters and memoranda from dictation or verbal direction, as well as editing and correcting data on routine documents, are also key responsibilities. The Administrative Assistant will format special reports and presentations using Microsoft Office Suite products, operate various office machinery, and make travel arrangements, including air travel, ground transportation, and hotel reservations. They will document travel expenses and prepare expense reports accurately. Regular inventory and ordering of office supplies will also be part of the role. Adherence to organizational and department-specific safety, confidentiality, values, policies, and standards is essential, as is supporting team members in exhibiting the organization's values of integrity, community, compassion, and dedication. The Administrative Assistant will perform related duties as assigned, contributing to the overall efficiency and effectiveness of the department.
Responsibilities
- Arranges appointments and meetings; coordinates meeting and agenda materials.
- Supports staff in completion of projects and performs assigned duties in absence of supervisor/manager.
- Organizes major meetings including distributing materials, arranging for refreshments, and preparing nametags; records meeting minutes through the use of shorthand or rapid longhand to maintain an accurate record of decisions.
- Schedules appointments; maintains and updates supervisor's daily calendar.
- Answers telephones, routes callers, takes messages, and provides routine information to callers.
- Composes letters and memoranda from dictation, verbal direction, or from knowledge of hospital policy or procedures; edits and corrects data on routine documents.
- Formats special reports and presentations including tabular displays, graphics, and overhead transparencies using Microsoft Office Suite products.
- Operates a personal computer, word processing equipment and software, calculator, FAX machine, copy machine or related office machinery in performing assigned duties.
- Makes air travel arrangements directly or through travel agencies; makes arrangements for ground transportation and hotel reservations; documents travel expenses and accurately prepares appropriate expense reports.
- Inventories and orders office supplies regularly.
- Adheres to TMC organizational and department-specific safety, confidentiality, values, policies and standards.
- Adheres to and supports team members in exhibiting TMCH values of integrity, community, compassion, and dedication.
- Performs related duties as assigned.
Requirements
- High school diploma, general education degree (GED), or one-year certificate from college or technical school required.
- Four (4) years of skilled administrative staff support experience, or an equivalent combination of relevant education and experience required.
- Proficiency in Microsoft Office Suite products required.
- Knowledge of secretarial and office management functions and support.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to complete routine reports and correspondence.
- Ability to listen and accurately interpret others' communication or instructions to take appropriate action.
- Ability to speak effectively before groups of customers or employees of organization.
- Ability to calculate figures and compute rate, ratio, and percent, and to draw and interpret bar graphs; ability to apply basic algebraic concepts.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
