Administrative Assistant – Full-Time (80 hours per pay period)|

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Location

BMH Bronson Methodist Hospital

Title

Administrative Assistant – Full-Time (80 hours per pay period)|

Under minimal supervision and according to established policies and procedures, the Administrative Assistant provides secretarial /clerical services to one or more directors (or a management team) in an assigned area. This may include managing calendars of one or more leader. The Administrative Assistant Prepares and types a variety of correspondence, records, etc.; receives and directs internal and/or external customers; maintains and updates files, gathers data and prepares a variety of recurring and special reports; etc. In addition to carrying out job responsibilities characteristic to a Staff Assistant, the Administrative Assistant handles additional key responsibilities that are more technical in nature and require a more analytical approach. These responsibilities may include auditing data/reports, assisting Managers/Directors in updating and maintaining assigned budgets, and completing additional special projects for the department as assigned. The incumbent maintains confidentiality of the organization and all customers. Employees providing direct patient care must demonstrate competencies specific to the population served.

Minimum education level required associate's degree.

• Must be proficient with multiple standard software(s) on personal computer (Microsoft Work, Excel, PowerPoint, Outlook, Sharepoint, and Internet) with keyboarding speed of 65 words per minute (skills tested through Human Resources at an acceptable level).
• Must possess excellent interpersonal communication skills and demonstrated ability to independently handle decision making.
• Must be dependable with good interpersonal skills
• Ability to stay focused with multiple distractions
• Cohesively work with team in high stress situations
• Competent in decision-making, problem solving
• Effective time management skills with ability to prioritize workload; self-directed
• Ability to adapt, maintain effectiveness when new information presents and/or situation changes
• Additional knowledge of general or specific medical/technical terminology may be required for certain departments.


Work which produces high levels of mental/visual fatigue, e.g., interactive and repetitive or small detailed work requiring alertness and concentration for sustained periods of time, the operation of and full attention to a personal computer or CRT between 40 and 70 percent of the time.
The job produces some physical demands. Typical of jobs that include regular walking, standing, stooping, bending, sitting, and some lifting of light weight objects.
Duties will vary depending on department of assignment
• Completes a variety of secretarial/clerical tasks including transcription of written or dictated materials, processing of invoices and purchase requisitions, making travel arrangements, meeting planning, create and/or type correspondence, agendas, memos, forms, tables, charts, schedules, etc. Depending on the area this may require knowledge of medical or other special terminology.
• Maintains and updates records and files; may compile and maintain financial and/or budget data.
• Operates a variety of automated standard office equipment, such as CRT's, personal computers, typewriters or word processors, calculators, photocopying machines, etc.
• Independently develops and maintains spreadsheets and databases to input, maintain and retrieve data, track statistics, monitor activities and to provide regular and recurring reports.
• Independently composes/develops routine memos, correspondence, agendas, short articles, and written materials to communicate plans and programs. Able to complete simple analysis
• Maintains director/staff's schedule. Schedules and/or reschedules appointments and advises director/staff of schedule changes/modifications.
• Places, receives, and directs phone calls; takes and transmits messages. Provides information to callers, or refers them to others.
• Communicates concisely, effectively and to the point in a professional manner both orally and in writing. Exceptional knowledge of English grammar, spelling and punctuation
• Proactively manages director/staff's schedule. Schedules and/or reschedules appointments and advises director/staff of schedule changes/modifications.
• In addition to the above general secretarial/clerical duties, performs specific functions unique to the individual area such as preparing and distributing worksheets and other materials, inputting production and other operational data, processing payroll transactions, coordinating educational functions, etc.

Specific duties for Engagement and Community Partnership

Duties will vary depending on department of assignment (Health Transformation, Community Health Advancement, and/or Engagement and Community Partnership).

Specific duties for Security
• Assisting Security department and Workplace Violence Program with scheduling, meeting minutes, training, planning and dispatch.

Specific duties for Center for Learning
• Schedule all training activities including the BMS implementation events.
• Prepare materials for all training and BMS activities.
• Make room and facility arrangements for specials needs of training activities.
• Coordinate all CEU requirements for the department.
• Send surveys after training events as needed.
• Coordinate the preparation of office and equipment for new team members.
• Maintain CFL whiteboard calendar in the visibility room.
• Maintain CFL huddle board metrics.
• Assist in the coordination of the calendars for the LPI consultants.
• Utilize the CFL Outlook Inbox/Calendar
• Review the EDI, ED Game and other training classes for attendance 2 weeks ahead of classes.
• Assist in maintaining the BMS SharePoint and Intranet pages.
• Assist in the coordination of HVN activities.

Shift

First Shift

Time Type

Full time

Scheduled Weekly Hours

40

Cost Center

1560 Practice Administration (BHG)

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