The Administrative Assistant to Administration is responsible for providing primary administrative/clerical support to the Administrative Team (CAO, CCO) and will assist in the overall function of the Administrative department.
Primary Duties
Administrative Functions:
- Maintains calendar, travel needs, meeting appointments and administrative planning for executive management.
- Provides administrative support to CAO, CCO through:
- Scheduling appointments;
- Managing calendar;
- Coordinating meetings;
- Managing travel plans;
- Following through on open issues;
- Initiating tasks/follow through;
- Assisting with time management;
- Maintaining accountability for responsibilities/tasks.
- Makes required preparations for executive management and Board meetings through:
- Communications, logistics and conference room scheduling;
- Scheduling appointments/invitations/reminders as needed;
- Coordinating travel arrangements when needed;
- Preparing Board/committee packets;
- Preparing thorough meeting minutes for staff/Board meetings.
- Prepares and maintains monthly meeting calendar.
- Prepares and maintains Administrator On-Call calendar.
- Records and maintains committee meeting minutes through use of shorthand or fast longhand to maintain an accurate record of decision and actions.
- Responds promptly to patient, physician, staff and visitor needs with courtesy.
- Types memorandums, policies, committee minutes, manuals, letters, forms and other general typing as needed for Administration.
- Orders office and stockroom supplies as needed in a cost effective/efficient manner.
- Maintains neat and legible records, files and logs as appropriate.
- Resolves routine problems with minimal disruption in a timely manner.
- Coordinates work duties to achieve maximum productivity and efficiency.
- Effectively and professionally communicates with staff to facilitate open communication.
- Performs clerical duties, such as answering telephones, directing inquiries, setting up/maintaining files, sorting/distributing mail.
- Manages incoming and outgoing Administrative mail.
Patient Satisfaction:
- Compiles and communicates all patient satisfaction data with Patient Satisfaction Committee. Coordinates with departments to improve patient satisfaction.
- Investigates and responds to patient calls/letters.
- Provides information useful in meeting patient needs, exceeding patient expectations and continuously improving the quality of patient care.
- Provides weekly communication to Patient Satisfaction Committee regarding patient complaints.
- Produces a written report of patient compliments and complaints and forwards report to the Education Committee on a monthly basis to post to Health Stream.
- Always maintains confidentiality of patient, family of patient and staff.
- Collects and evaluates patient satisfaction survey results and coordinates necessary follow-up.
- Ensures communications are followed through appropriately via a formal system to address both compliments and complaints.
Qualifications/Specifications:
- Education: High School diploma or equivalent required. Associate degree and/or some college coursework preferred
- Licensure/Certification: None required.
- Experience: Minimum of two years experience providing senior- or executive-level administrative support required. Hospital or other healthcare setting preferred.