Administrative Assistant

JOB SUMMARY
Under the direction of the Executive Assistant/Marketing Manager and in a timely and professional manner within a fastpaced environment the Administrative Assistant provides a broad range of highlevel administrative support tasks working on assignments that are varied and moderatetocomplex in nature requiring a high level of technical ability exceptional organization and excellent communication skills. Must exercise discretion and maintain confidentiality of information.

ESSENTIAL FUNCTIONS

1. Performs various tasks to support the networks contract recordkeeping including database maintenance utilizing MCN to track contract renewals and pending expirations renewal and other clauses and terms. Responsible for tracking agreement terminations and complying with record retention and destruction per state law.
2. Coordinates policy management software (MCN) administration where all current Network policies forms and miscellaneous documents are housed. May assist staff with use of MCN. May review policies before final approval for compliance with CHNs Document Control Plan policy.
3. Coordinates travel arrangements for Admin staff and employment candidates to include flight arrangements ground transportation and accommodations.
4. Tracks need to replenish supplies and enters supply chain requestions for Administration & Fiscal Department.
5. Responsible for Board meeting set up ensures materials are available to Board; may prepare draft Board minutes templates or review/edit draft minutes. Serves as backup in Board Clerks absence.
6. Leads or assists in coordinating various Network meetings and community or internal events including procuring space arranging necessary equipment ordering food and/or beverages etc.
7. Maintains and updates filing system. Retrieves information from files when needed.
8. Comaintains conference room schedules for all CHN conference rooms Travel staff end dates calendar and other calendars as needed.
9. Performs managers and CEOs credit card reconciliation using receipts to compare against credit card invoices to determine any gaps or charges without corresponding receipts. Enters charges into accounting form.
10. Responsible for drafting (including graphic design adhering to CHNs media guide and proofreading) CHN monthly newsletter to meet deadline collaborating with other departments to collect content. May assist with other marketing functions such as poster or brochure design and ensuring marketing materials are stocked in CHN facilities.
11. Performs other duties as assigned or requested by the EA/MC to support the overall needs of the Network and in accordance with Curry Health Networks Mission Vision and Shared Values.

SHARED VALUES

Service: We serve with compassion and understanding.

Teamwork: We are one team each one of us makes a difference.

Curiosity: We promote learning.

Integrity: We live by honesty trust and doing the right thing by our organizational values.

MINIMUM EDUCATION & EXPERIENCE REQUIRED

• A high school diploma or equivalent is required; an associate or bachelors degree is preferred.
• Prior administrative experience in a medical setting is preferred.
• Minimum of 3 years administrative experience is required.

REQUIRED KNOWLEDGE SKILLS & ABILITIES

• Advanced computer skills are required including prior experience using MS Word Excel PowerPoint Outlook and Publisher; prior use of Adobe software; prior experience using webbased applications; and an ability to learn new software applications.
• Prior experience with photo editing and graphic design software (e.g. Photoshop Illustrator) preferred.
• Knowledge of research methods and procedures sufficient to compile data and prepare reports.
• Extremely strong interpersonal verbal and written communication skills are required.
• Must possess a demonstrated attention to detail with high accuracy in work product.
• Ability to think react problemsolve and be resourceful in a fastpaced environment.
• Skills to work in a team environment and independently.
• Ability to maintain patience and composure when faced with challenging situations.
• Ability to maintain confidentiality.
• Ability to consistently provide outstanding customer service in person and via telephone (internally with staff and providers externally with visitors vendors patients).

  PHYSICAL REQUIREMENTS

  Physical Demands

  Onthejob time is spent in the following physical activities:

  None of the time: Taste or Smell

  Up to 1/3 of the time: Stand Walk Push Pull Stoop kneel crouch or crawl Reach with hands

  From 1/3 to 1/2 of the time: No requirement

  Up 2/3 of the time and more: Sit talk or hear Use hands

  This job requires that weight be lifted or force be exerted as follows:

  None of the time: Up to or more than 100 pounds

  Up to 1/3 of the time: Up to 50 pounds

  From 1/3 to 1/2 of the time: No requirement

  Up to 2/3 of the time and more: up to 10 pounds

  This job has special vision requirements as follows:

  Close distance color peripheral depth perception and the ability to adjust focus.

  Work Environment

  This job requires exposure to the following environmental conditions:

  None of the time: We humid conditions Work near moving mechanical parts Fumes or airborne particles Toxic or caustic chemicals Outdoor weather conditions Extreme cold Extreme heat Risk of Electrical shock work with explosives risk of radiation vibration

  Up to 1/3 of the time: No requirement

  From 1/3 to 1/2 of the time: No requirement

  The typical noise level for the work environment is: quiet to moderate noise.

  Hearing requirements: ability to hear instructions.

  This job requires the following repetitive motion actions:

  0 hours: Repetitive use of foot control

  From 1 2 hours per day: Grasping firm/heavy

  From 34 hours per day: Grasping simple/light

  From 56 hours per day: Repetitive use of hands Fine dexterity

  From 7 hours per day: No Requirement