Job Summary:
This position provides administrative and secretarial support. This position handles complex and confidential information daily in a secure, dependable and credible manner. A successful incumbent must be accurate, organized, detail-oriented, customer service centric, flexible and creative by providing routine and ad hoc support to facilitate all administrative services as directed by, while working independently to maneuver multiple tasks with a proactive fast-paced approach to changing priorities.
Job Description:
- Schedule and organize complex activities such as meetings, travel, conferences and department activities for all members of the department
- Sort and distribute mail
- Open mail for the Vice President
- Draft written responses or reply by phone or e-mail when necessary
- Respond to regularly occurring requests for information
- Provide support for and managing administrative tasks including but not limited to: Outlook, email messages, phone calls, Calendar invites, travel arrangements, expense reports, and the preparation of documents and presentations
- Responsible for managing timekeeping, technical and facilities requests, and applicant tracking systems as required
- Perform clerical support including but not limited to processing employee attendance records, distribution of mail/legal correspondence, document retention, coordinating equipment needs and departmental supplies, and copying, faxing and scanning as required
- Prepare meeting invites, meeting agendas, and meeting minutes as required
- Periodically traveling as needed
- Perform all other duties as assigned by management
Minimum Qualifications:
- HS Diploma or GED
- Previous relevant experience
- Proven knowledge of Microsoft Office items including Outlook, PowerPoint, Excel and Word
- Experience interacting with various organizational levels from a customer centric approach and effectively representing senior leadership
Preferred Qualifications:
- Bachelor’s degree from an accredited institution
- Working knowledge of the healthcare industry
- Experience with Workday as a timekeeping system, ServiceNow as a trouble ticket systems management tool and Icims as an application tracking system
- Experience working within Microsoft Excel spreadsheets which includes utilizing vLookups, updating/creating pivot tables
- Experience with budget reports and/or variance reports