Senior Administrative Assistant, Office of the President

Minimum Education
High School Diploma or GED (Required) 

Minimum Work Experience
3 years secretarial experience, preferably in a medical office or healthcare environment (Required)

Required Skills/Knowledge
Ability to type 55 wpm required.
Must have expert knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment.
Advanced software skills are required, as well as Internet research abilities and strong communication skills.

Functional Accountabilities
Communications
 

• Manage access to administrator by screening calls and visitors to determine appropriate course of action.

• Serve as a liaison, with delegated authority, between administrator and subordinate units by relaying instructions and information and

• following commitments through to completion.

• Interact and communicate with a strong degree of judgment and discretion.

• Research, develop and draft letters, memos, or reports to communicate the manager’s decisions, ideas, and agenda.

• Identify and resolve problems that would not require manager ’s direct involvement.

• Address issues in accordance with priorities, policies, commitments, and program goals of the manager.

Office Technology
 

• Utilize office equipment and other relevant technology (software and systems) to meet organizational needs.

• Research information to support conclusions and recommendations (for unusual and novel situations).

• Establish and maintain paper and electronic files and records for manager.

• Maintain manager’s calendar , schedules and appointments without prior approval based on knowledge of manager’s responsibilities and issues of importance.

• Locate and assemble information for various reports, briefings, and conferences.

• Make travel arrangements.

Budget Support
 

• Provide support in monitoring and reconciling departmental or program budget, tracks travel and office expenditures.

Safety
 

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance

Organizational Accountabilities
Program Knowledge
 

• Demonstrate an awareness of the program's operational structure, and manager’s scope of responsibilities; work requires an awareness of specific functions and staff assignments within the organization.

• Demonstrate working knowledge of policies, procedures, and processes required within the organization.

• Demonstrate familiarity with rules, regulations, and laws affecting organization.

Organizational Commitment/Identification
 

• Partner in the mission and upholds the core principles of the organization

• Committed to diversity and recognizes value of cultural ethnic differences

• Demonstrate personal and professional integrity

• Maintain confidentiality at all times

Customer Service
 

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication
 

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others’ ideas and opinions

Performance Improvement/Problem-solving
 

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility
 

• Use resources efficiently

• Search for less costly ways of doing things

Organizational Accountabilities (Staff)
Organizational Commitment/Identification 

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others’ ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance