Administrative Assistant

Full time Day.

Laboratory Department

POSITION SUMMARY

Supports the efficient day-to-day operation of the department by performing administrative duties (e.g. typing copying filing data entry appropriately routing phone calls mail distribution and greeting visitors etc.)

Principal Duties:

1.   Answers electronic communications and phone calls directing calls to appropriate parties or takes messages.

2.   Performs general office duties such as establishing and maintaining official documents and records in appropriate files; ordering supplies; sorting and distributing mail including faxes and emails.

3.   Conducts research compiles data and prepares correspondence/documents for consideration

4.   Greets and screens visitors and assist and answers routine questions.

5.   Reviews a variety of materials including reports memos and letters for content and recommends changes were appropriate.

6.   Maintain department and assigned management team members calendar and coordinates appointments

and department events.

7.   Prepares check requests orders and maintains office supplies as needed.

8.   Coordinates events and functions with other departments as necessary.

9.   Performs other administrative duties as assigned.

Customer Service:

1.   Greets customers in courteous friendly respectful and professional manner at all times including maintaining eye contact when appropriate.

2.   Follows communication protocols to both internal and external customers including introducing him/herself with job title and experience asking open ended questions such as How may I be of help to you using the customers name as soon as it is learned.

3.   Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.

4.   Keeps customers information confidential including public places such as elevators or the cafeteria.

5.   Provides assistance and offers help immediately including finding someone else to meet the request if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.

6.   Demonstrates commitment to excellent service recovery when a customers expectations have not been met.

Commitment to Co-Workers:

1.   Offers assistance to colleagues and other departments when needed.

2.   Takes responsibility for solving problems regardless of origin; completes assignments and respects deadlines.

3.   Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.

4.   Mindful and respectful of others time and schedules. Attends meetings on time and communicates any absences.

5.   Provides co-workers with a status report for continuity of workflow when planning to be out of the office off the unit or away from the department

Communication Etiquette:

1.   Respectful courteous and professional in all forms of communication and follows facilitys service communication protocol in all interactions.

2.   Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.

3.   Does not text or use e-mail during meetings (except for exigent or emergency situations).

4.   Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).

5.   Makes every effort to answer telephone calls within three rings introducing him/herself department and title (if appropriate).  Asks permission before placing the caller on hold or using the speakerphone.  If caller is transferred gives the caller the extension number of the person he or she is being transferred to.  Offers further assistance to the caller upon completing the conversation.

6.   Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief current and includes name and department and offers the caller options if possible.

7.   Returns email and voicemail messages promptly but no later than within one business day (24 hours).

8.   Always mindful of voice and language in public.

Self Management:

1.   Reports to work appropriately groomed and in compliance with the Hospitals dress code.  Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.

2.   Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.

3.   Completes mandatory annual education and competency requirements.

4.   Follows UMCAP safety infection control and employee health standards.

5.   Demonstrates responsibility for personal growth development and professional knowledge and competency.

6.   Adhere to all UMCAP and department policies and procedures including Code of Conduct and professional behavior standards.  Does not exceed Hospital guidelines in reference to attendance punctuality and use of sick and unplanned absences.  Provides notification of absences lateness and vacation requests according to department guidelines.  Respects length of time for lunch and break times.

7.   Reviews signs and adheres to UMCAP and/or departmental confidentiality statement.

Qualifications :

POSITION REQUIREMENTS:

Education/Knowledge

Attained Level: Entry levelHigh School Diploma or GED equivalent

Applicable Experience

Experience (years):          Required:  1 - 3 years                    

Experience (describe required & preferred):  Three years adminstrative experience desirable. Experience with front desk/receptionist duties using fax machine copier phone and varied computer software.

Technical/Clinical Skills

Microsoft Office Suite Skill Level

Word: Basic                                                  Excel: Basic

PowerPoint:  Basic 

Standard Office Equipment (list):   Computer/laptop/fax

Communication Skills & Abilities

Select highest applicable level:  Exchange Information on Factual Matters

Problem Solving/Analytical Skills & Abilities  

Administrative Support

Additional Information :

All your information will be kept confidential according to EEO guidelines.
Compensation:

• Pay Range: $21.5-$30.12
• Other Compensation (if applicable):
• Review the 2025-2026 UMMS Benefits Guide

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Remote Work :

No

Employment Type :

Full-time