DEPARTMENT: GENERIC TITLES SUPERVISED: N/A TOTAL NUMBER OF FTE's DIRECTLY OR INDIRECTLY SUPERVISED: 0 PURPOSE OF POSITION: To perform administrative support duties for the department of a Medical Center dedicated to the care of infants, children and adolescents.
Effectively demonstrates communication skills related to conveying information. Develops and maintains efficient internal communication processes to support the activities of the department/program. Communicates verbally and in writing with executive level personnel. Participates as department/program representative at meetings, relays relevant information, and provides necessary follow up. Acts as a liaison with external organizations and leaders. Represents the department/program head as an agent to handle procedural issues, troubleshoot issues, take action, and communicate results back to the appropriate person. Diffuses crises or critical situations in the absence of manager. Acts as a gatekeeper, directing people appropriately, deciding upon priority of requests/situations, and escalating as needed to responsible manager. Takes ownership of issues and concerns communicated to the department/program and provides follow-up to bring issues to conclusion. Perseveres to bring issues to conclusion. Ensures appropriate operational information regarding the division/program is communicated to appropriate staff. Speaks in public as a representative of the department.
Effectively demonstrates skills related to operating office equipment and maintaining equipment and supplies.
- Office Equipment/Supplies
Effectively demonstrates skills related to the use of a variety of software and information systems. Trains others on system usage and serves as a troubleshooter. Functions as a resource for department office technologies, hardware, and software.
Effectively demonstrates skills related to coordination of work, schedules, activities, information, and processes. Prioritizes tasks. Functions as a team lead and provides input into evaluations. Directs the work of others and delegates tasks. Supports complex projects and processes from concept through completion that have organizational impact and/or external constituents. Establishes and implements reporting systems. Establishes office procedures and initiates development of related policies and practices. Independently identifies resources and practical processes for completing projects; makes recommendations to appropriate personnel.
Effectively demonstrates skills related to composition of documents. Takes and prepares minutes, reviews, and distributes independently. Prepares board packets. Researches data and compiles reports. Composes and edits documents such as newsletters and proposals.
Effectively demonstrates skills related to the completion and processing of forms, documents, and reports. Maintains personnel files. Monitors budget expenditures; identifies and researches variances/problems. Assists in tracking and monitoring revenue, expense, and allocations. Provides applicable reports. Tracks funding and maintains accurate balances in funds and accounts. Researches information for major purchases. Participates in the interview process for administrative staff. Prepares HR forms for signature. Assists with annual budget preparation.
Skills & Competencies
Using time efficiently and productively; prioritizing multiple tasks properly to meet deadlines; recognizing time constraints and adjusting work schedule to address them
Excellent writing, editing and related computer skills
Willing and capable of independently making decisions
Successfully identifying, confronting, defusing and resolving interpersonal conflicts and disagreements in a positive and constructive manner; building consensus among others with very different perspectives
Proficiency in basic computer applications such as Microsoft Office, e-mail and internet
Strong keyboarding skills
Using inductive and deductive reasoning to formulate general rules or principles and apply them to work; identifying flaws in logical reasoning; understanding complex conceptual relationships; accurately detecting underlying themes or patterns in data
Ability to independently work through details of a problem to reach a positive solution
Excellent verbal, written and interpersonal communication skills.
Knowledge of medical terminology
- 3 years related experience OR
- 1 year related experience AND 2 years of college coursework
- Vocational or continuing education in office services
Cincinnati Children's Hospital Medical Center has a special place in its heart for kids -- and vice versa. The pediatric health care...