This job is responsible for providing administrative and secretarial services to relieve a Leader of day-to-day administrative detail so that he/she can concentrate on the significant aspects of his/her own position. The Leader supported is typically a non-service line Regional Director or Director, or an incumbent may function as the primary administrative assistant for a large work unit having multiple Directors/Managers.
An incumbent uses knowledge of company organization, policies and practices to facilitate the exercise of independent judgment in making routine administrative decisions and in the approach to take to handle non-routine situations. PC usage is frequent, and an incumbent must possess considerable knowledge and experience in the application/operation of software programs that go beyond menu-driven word processing. Work may involve the development of moderately complex PC spreadsheets, presentation or graphic materials.
Relieves Leader of routine and non-routine administrative tasks to enable Leader to maximize the demands on personal time, energy and company resources.
Arranges and maintains the Leader’s work and travel schedules and calendar; schedules invitations, appointments and engagements.
Books facilities and makes arrangements suitable to the nature of the event; arranges for audio-visual support and food service; arranges conference calls and/or telecommunication links.
Coordinates, documents and tracks pertinent data to meet the information and reporting needs of the work unit; evaluates reporting/recordkeeping requirements and recommends best means of tracking data.
Attends executive management meetings where topics important to the successful management and operation of the function/organization are discussed and where significant business decisions are made.
Serves as liaison between Leader and other staff members, transmitting assignments and requesting status information.
Participates in budget planning and preparation process; prepares, researches and distributes backup on respective sub-accounts and disseminates as appropriate.
Acts as a problem identification and resolution resource, answering questions, providing guidance, troubleshooting and following up with customers in resolving problems.
Coordinates with others inside and outside the organization.
Composes correspondence/materials which often require an understanding of technical or healthcare-specific subject matter, company standards and/or procedural guidelines.
Keeps abreast of general business objectives, policies, standards, services, facilities, procedures and related information in order to maintain a comprehensive awareness of the organization and better respond, on the Leader’s behalf, to inquiries and other forms of communication.
Requests, receives and validates data to consolidate and track key performance indices.
Receives complaints, questions, inquiries, comments and suggestions, by telephone or in writing, that are specifically addressed or referred to the Leader’s office.
Provides data analyses and related project management support to Leader for strategic planning, quality improvement initiatives, implementation of business/marketing plans, community relations, promotions, etc.
May ensure integrity of databases, quality control tools, policies, procedures, protocols, manuals and pertinent records to support department services; may maintain administrative/clinical standards and organization charts.
May complete paperwork on newly hired staff; obtains necessary logins/passwords for computer systems access as appropriate; processes information on terminated employees to deactivate from computer systems and files.
May perform notary public services required.
May assign work to lower-level support staff and/or volunteers.
High school diploma (or GED equivalent).
Four years of progressively responsible related office work experience.
Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times
Adheres to and exhibits our core values:
: Having a profound spirit of awe and respect for all creation, shaping relationships to self, to one another and to God and acknowledging that we hold in trust all that has been given to us.
: Moral wholeness, soundness, uprightness, honesty and sincerity as a basis of trustworthiness.
: Feeling with others, being one with others in their sorrows and joys, rooted in the sense of solidarity as members of the human community.
: Outstanding achievement, merit, virtue; continually surpassing standards to achieve/maintain quality.
Maintains confidentiality and protects sensitive data at all times
Adheres to organizational and department specific safety standards and guidelines
Works collaboratively and supports efforts of team members
Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community
Catholic Health Initiatives and its organizations are Equal Opportunity Employers.CB\
Administrative and Clerical
WA-Tacoma-Sjmc-Fhs Marketing And Comm
Scheduled Hours per 2-week Pay Period
Catholic Health Initiatives - 20 months ago
For Catholic Health Initiatives (CHI), returning sick people to good health is more than a business -- it's a mission. Formed in 1996...