Administrative Assistant

Overview of Position

Responsible for providing administrative support services to directors/managers by administering non-routine programs, processes and activities under general supervision to ensure timely, accurate records and communication of information.

ESSENTIAL DUTIES

• Independently prepares reports, drafts correspondence and prepares final communications with 98% error free result.
• Monitors department policy manual and assists with policy developments.
• Collects department related information in timely manner for department directors/managers.
• Conducts special projects with the department under general supervision.
• Assists with intervention of other clerical staff and directs activities of other clerical duties to appropriate support staff.
• Prepares/distributes reports, contract maintenance, correspondence, memoranda, and meeting agenda/minutes.
• Prepares all necessary paperwork for employment process.
• Maintains an effective system for filing/retrieving correspondence and reports.
• Manages various aspects of the directors/managers calendar and has a good knowledge of the directors/manager’s schedule at all times.
• Assists with customer service issues for director/manager.
• Performs other duties as assigned.

QUALIFICATIONS

• Four (4) years experience in a management-support related position or two year associate degree in a secretarial or related field and two-year management-support related experience is required.
• Excellent written communication skills.
• Strong verbal communication skills are needed to speak with poise, confidence and control.
• Sound math skills to perform basic operations including multiplication, division, and calculating ratios and/or proportions.
• Excellent computer operations skills and sound working knowledge of basic office software products for word processing, graphic presentations, spreadsheet production and/or database operations.
• Demonstrates initiative/motivation, critical thinking, problem solving, interpersonal and customer service skills.
• Flexibility in handling changes in work priorities and handles multiple tasks simultaneously.

PATIENT CENTERED CARE & BEHAVIORAL EXPECTATIONS

• 1. Living the Genesis Mission, Vision and Values:
  • Performs work in a manner that is quality focused.
  • Treats patients, co-workers, visitors and volunteers with courtesy, compassion, empathy and respect.
  • Results oriented and focused on achievement of objectives.
  • Acknowledges and responds to the diversity of people and the situation.
  • Encourages peers (others) to be owners of change.
  • Always makes the effort to anticipate and exceed customer needs and expectations.
  • Possesses the ability to engage others with patience and understanding.
  • Acts in a manner that creates positive first and lasting impressions.
  • Demonstrates the ability to own issues until they are resolved.
• 2. Patient Centered Care (patients/families, physicians, co-workers, all other internal/external customers):
  • Introduces self and role…connects with everyone.
  • Communicates effectively (i.e. advising others of actions, pertinent information, time durations, etc.) and asks for feedback.
  • Asks for and anticipates needs and concerns of others.
  • Maintains a positive work environment for staff and a healing environment for patients (i.e. safe, clean, quiet, etc.).
  • Maintains the dignity and privacy of each person; manages confidential/sensitive information appropriately.
  • Responds to requests in an appropriate and timely manner.
  • Exits patient/customer encounters courteously, asking if there are additional needs that can be addressed.
• 3. Promotes Patient and Employee Safety:
  • Demonstrates safe Patient Handling (i.e. transfers, transport, care administration, nutrition, medication, etc.)
  • Demonstrates safe Materials Handling (i.e. appropriate use and disposal of chemicals, infectious wastes, etc.)
  • Demonstrates appropriate knowledge of Infectious Disease precautions and use of proper protective equipment.
  • Demonstrates Slips/Trips and Falls Awareness.
  • Actively contributes to maintaining a safe, clean and quiet environment.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to stand, walk, talk, hear, use hands to finger, handle, or feel, reach with the hands and arms, and taste or smell.
• Occasionally required to move the neck.
• Occasionally required to climb, balance, stoop, kneel, crouch or crawl.
• Regularly lift or move up to 10 pounds; frequently lift or move up to 25 pounds; and occasionally lift or move up to 50 pounds.
• Special vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

Genesis is committed to being an equal opportunity employer. Selection of applicants for employment is based only on qualifications and the requirements of a specific job.