This role will be supporting the Executive Director at the Wellstar Roosevelt facility in Warm Springs, GA. Job Summary:
The Administrative Assistant II performs administrative and clerical duties for the AVP/Exec Directors of the department, including but not limited to collecting/consolidating/distributing department statistical data, preparing documents for presentation, faxing/receiving documents, and ordering/maintaining records of purchase. Maintains all office files including policy and procedures. Assists with department budget preparation and distribution and various staffing reports. Attends monthly management/ staff meetings and records/distributes minutes. Assists in other various operational duties including but not limited to, meeting scheduling, routing phone calls and communication and ordering supplies.
The Administrative Assistant II is able to independently perform job functions and maintain information of a confidential nature.
Core Responsibilities and Essential Functions:
Operations
Act as the administrative liaison for the operations of the assigned AVP/ Executive Director. Provides support to ensure efficient operations.
Oversees office operations and ensures office activities comply with policies and procedures.
Coordinates, attends, prepares materials for and/or takes minutes at meetings and special events.
Prepares charts and graphs for reports and presentations.
Reviews incoming correspondence and identifies items of special interest to management;
handles routine correspondence and prepares appropriate responses
Screens items that can be routinely handled and prepares appropriate responses.
Organize and manage comprehensive schedules
Prepare and revise documents including presentations, emails, reports, and agendas
Assist with developing presentations and meeting materials
Set up efficient systems to organize work flow including but not limited to filing, incoming and outgoing mail and correspondence, to-do lists and emails
Prioritize and facilitate Leadership projects
Maintains databases and spreadsheets; may also analyze data and design/generate associated reports
Create and maintain spreadsheets for tracking various department data, information, requests and supplies.
Compile financial, statistical data and reports as assigned.
Support employee recognition efforts and new employee orientation as needed
Manages various documents and handles confidential matters in accordance with policies and procedures.
Communication Development and Production
Prepares correspondence and communication materials
Oversees production of communication pieces including proofing and dissemination
Uses word and data processing software to complete necessary correspondences, database entries, and reports
Responds to emails and phone calls promptly and professionally
Manage follow up communication on issues and provide reminders
Attends monthly management/ staff meetings and records/distributes minutes
Office Administration
Orders office supplies and maintains inventory
Ensures office machines (e.g. phones, printers, copiers, and fax) are in working order and may perform routine troubleshooting, as needed
Provides oversight for general day-to-day office operations
Coordinates meeting spaces and arrangements
Ensures administrative and procedural processes are upheld
Addresses administrative and procedural issues as needed
Monitors and tracks expense transactions, at times against a stated budget
Assists with routine human resources activities (i.e., new employee orientation, maintenance of personnel files, updates to Human Resources)
Required Minimum Education:
High School Diploma or GED Required
Bachelor's Degree Preferred
Required Minimum Experience:
5 years or more as secretary, administrative assistant, or office coordinator supporting director level or above in healthcare services or business operations
Required Minimum Skills:
Effective communication skills including telephone, verbal communication, email and written.
Effective interpersonal relationships skills.
Calendar management, strong organization and coordination skills.
Proofread written correspondences and presentations.
Meeting and event preparation.
Skill in taking and transcribing dictation and in the operation of office equipment.
Skill in computer applications.
Skill in gathering and reporting information.
Ability to handle multiple projects simultaneously and set priorities.
Ability to establish and maintain effective working relationships with other employees and the public.
Ability to work under pressure, communicate and present information.
Ability to read, interpret, and apply hospital and department policies and procedures.
Ability to identify problems, organize and analyze information
Ability to establish priorities and coordinate work activities.
