Administrative Assistant - Pastoral Care - Part Time - M-W - 8a-4:30p

Job Summary

Under intermediate-level supervision the Administrative Assistant II provides a variety of general administrative support services to multiple supervisors or assigned function and/or a department utilizing intermediate-level skills in Microsoft Office applications to produce high-quality reports graphics presentations spreadsheets etc. and may handle confidential information; performs and anticipates certain administrative functions for supervisors including limited decision making within authorized scope and/or directing decision making to the proper authority.

The Administrative Assistant II routinely interacts with all levels of internal and external customers which may include physicians and other healthcare providers community leaders members of management and staff providing excellent customer service. In coordination of daily office operations may serve as administrative liaison with others within and outside the health system regarding administrative issues related to purchasing human resources facilities or operations.

Supports and is responsible for incorporating into job performance the FH mission vision core values and customer service philosophy and adheres to the FH Compliance Program including following all regulatory requirements and the FH Standards of Behavior.

Example of Essential Functions

• Performs administrative and office support activities for multiple supervisors.
• Uses various software applications such as MS Word Excel PowerPoint and ACCESS to type and format correspondences or documents. May prepare statistical reports tables and charts. May prepare or maintain databases and spreadsheets.
• Proofreads and edits material for grammatical and factual accuracy. May initiate correspondences requiring knowledge of FH policies and procedures.
• Completes various request forms and purchase orders for office supplies and equipment as directed.
• Operates office equipment such as photocopier scanner fax machine and calculator.
• Answers phones greets customers and handles inquiries within established guidelines.
• Appropriately directs calls takes accurate messages or responds to calls by utilizing knowledge of policies procedures and practices.
• Receives mail reviews content prioritizes and forwards or redirects and composes response if appropriate.
• Coordinates departments calendar.
• Operates personal computer to access e-mail and electronic calendar to schedule appointments and meeting rooms.
• Enters staff schedules into electronic time and attendance system.
• Other miscellaneous administrative support duties as assigned.
• Coordinates activities events special projects and mass mailings with internal and external customers.
• Files in alphabetic or numeric order and locates material from files.

Required Knowledge Skills and Abilities

• Intermediate proficiency and accuracy in the use of software programs such as MS Word Excel PowerPoint ACCESS and Outlook. May also require knowledge of job/department specific software programs
• Excellent communication skills both verbal and written.
• Strong organizational skills and ability to prioritize and manage multiple tasks.
• Ability to exercise sound judgment and reasoning in executing day-to-day responsibilities.
• Ability to communicate information and ideas in speaking so others will understand.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to work professionally with a diverse population base.
• Ability to maintain a high level of confidentiality.
• Ability to create compose and edit written materials.
• Ability to analyze and solve problems.

Minimum Education Training and Experience Required

• High School Diploma required.
• Associates degree or vocational training preferred.
• Minimum of two (2) years prior experience in an office setting required.

Reporting Relationship:

Reports to Supervisor/Manager