Administrative Assistant Nephrology

POSITION SUMMARY:

The Administrative Assistant serves as the key support for the Section of Nephrology by directly supporting the Section Chief and Administrative Director. They are responsible for performing a variety of administrative and office support activities within the Section of Nephrology including but not limited to managing calendars creating and distributing documents and announcements proofreading scheduling meetings requisitioning supplies onboarding and offboarding and other administrative support functions. The position requires resourcefulness flexibility acumen diplomacy organization the ability to take initiative work independently and handle sensitive information with discretion.

Position: Administrative Assistant

Department: Nephrology

Schedule: FullTime

ESSENTIAL DUTIES/RESPONSIBILITIES:

General Functions

• Organizes and coordinates departmental meetings: reserves conference rooms follows up on meetinggenerated tasks sends and tracks invitations procures food and beverage if necessary and ensures vendor payment. Sets up room and equipment (such as zoom conference calls audiovisual equipment projector etc. as needed)
• Maintains departmental calendars accurately with particular attention to preventing scheduling conflicts.
• Ensures that all newly hired staff and volunteer members are onboarded and offboarded in accordance with organization standards.
• Independently composes high level correspondence and documentation of professional quality. Edits and proofreads written materials as requested and verifies the validity of data for all documents and reports prior to submission/distribution.
• Assists with travel arrangements including hotel and flight reservations.
• Deals discreetly with highly sensitive confidential written electronic and oral communications concerning staff department and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.
• Manages purchasing invoices and accounts payable for the department.
• Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider as necessary for repairs or replacements.
• Performs office related duties such as picking up mail categorizing and delivering mail storing and distributing office supplies handling faxes scanning filing photocopying and collating materials.
• Updates internal websites and electronic spaces.
• Provides backup support for other administrative staff during time out of the office
• Conforms to hospital standards of performance and conduct including those pertaining to patient rights so that the best possible customer service and patient care may be provided.
• Utilizes hospitals behavioral standards as the basis for decisionmaking and to facilitate the hospitals goals and mission.
• Follows established hospital infection control and safety procedures.
• Performs other duties as assigned.

JOB REQUIREMENTS

EDUCATION:

• Associates degree in Business Administration Business management (or equivalent) plus 1 year related experience (will consider equivalent combination of formal education and experience i.e. HS/GED plus 3 years related experience).

CERTIFICATES LICENSES REGISTRATIONS REQUIRED:

• None

EXPERIENCE:

• Candidates must have at least 1 year of administrative or office experience.

KNOWLEDGE & SKILLS:

• Superior verbal/written English communication skills including excellent grammatical editing and proofreading skills.
• Highly proficient with Microsoft Office applications (i.e. MS Word Excel Access PowerPoint Outlook) and web browsers.
• Proficient with the different social media platforms and ability to be active with social media presence.
• Ability to work independently and exercise independent judgment.
• Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information communicating policies and procedures and interacting effectively with a variety of Medical Center personnel and outside personnel.
• Strong problem solving skills.
• Proven ability to work with confidential information.
• Ability to multitask and be responsible for multiple action items.

Equal Opportunity Employer/Disabled/Veterans