This is the senior-level of the
job family, accountable for providing highly responsible administrative and secretarial services to relieve an FHS Leader/Director of day-to-day administrative detail so that he/she can concentrate on the significant aspects of his/her own position.
Work involves applying knowledge of the Leader/Director’s work objectives and viewpoints and representing the Leader/Director in actions taken within delegated scope of authority.
While the nature of the work is essentially the same as performed by an
Administrative Assistant I
, the FHS Leader/Director supported is a
Vice-President, Assistant Administrator or a Regional Director with service line responsibility
Incumbents are exposed to sensitive information involving not just a particular functional discipline, but the entire organization.
Assignments vary considerably as to volume of work, specific duties performed and overall scope of responsibility, depending on the delegation style of the Leader.
Although responsible for providing substantive assistance to a key manager, this position does not have independent executive authority.
An incumbent uses considerable 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.
Incumbents are proficient in all aspects of the work, and may function in a “lead” role with regard to ongoing work or special project- or team-oriented assignments.
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 databases, spreadsheets, presentation or graphic materials.
Coordinates budget preparation and consolidation activities for the Leader/Assistant Administrator/Director; monitors and maintains accurate account of budget and department sub-accounts; monitors invoices and expense reports; gathers information for budget variance reports and financial spreadsheets, and produces regular reports; codes and submits bills for payment; processes check and education requests; may reconcile invoices and enter charges.
Addresses questions that are not easily resolved through the application of existing guidelines or past practices utilizing knowledge of strategic company objectives and the Leader/Assistant Administrator/Director’s management style; determines steps necessary to effectively and expeditiously resolve issue(s) at hand; identifies and accesses sources of relevant data, gathers facts, researches corporate and/or internal materials such as policies, procedures, correspondence, plans, standards and other formal or informal guidelines to formulate a proper course of action.
Researches and analyzes planned/proposed changes to procedures; gathers, compiles and interprets data; studies a situation or problem to determine appropriate resolution; summarizes data to clarify findings; identifies alternative courses of action; identifies operational impact on organizational unit; recommends course of action.
May coordinate company/department conferences or special events; prepares budget and monitors expenses to ensure they are charged correctly; plans and arranges for catering; collaborates with Marketing to develop theme and advertising for event; reviews vendor proposals for goods and services; verifies invoices for vendor payment; promotes participation and organizes ticket sales.
Keeps abreast of industry trends and competitive practices as they relate generally to the function, and more specifically to current priorities, activities and programs; provides information and guidance as requested to facilitate understanding of the department’s objectives and to engender cooperative attitudes.
May produce and maintain contracts/agreements and monitor compliance with applicable terms and provisions.
May maintain effective tracking systems for internal activities and for utilizing metrics, indices and other assessment methodologies to quantify results achieved; may evaluate findings to validate the continued viability of current strategies/programs and to ensure responsiveness to company initiatives and competitive challenges.
Acts as liaison as relates to report design and specifications; coordinates and follows through with service requests and may work with IT on the development and creation of host reports and enhancements to ensure reporting and information requirements are met.
May exercise limited supervision with respect to lower-level administrative support staff; participates in the decision-making processes relating to various personnel actions; may plan work flow and determine work schedules/training needs; may review work in progress and upon completion to ensure it is conducted according to internal guidelines, standards and procedures; may provided performance feedback.
Performs related duties as required.
Education/Work Experience Requirements:
- High school diploma (or GED equivalent), and five or more years of progressively responsible related office or secretarial work experience.
Catholic Health Initiatives and its organizations are Equal Opportunity Employers.
- 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.
Administrative and Clerical
WA-Tacoma-St Joseph Medical Center
Scheduled Hours per 2-week Pay Period
For Catholic Health Initiatives (CHI), returning sick people to good health is more than a business -- it's a mission. Formed in 1996...