Senior Administrative Assistant

Description

JOB DESCRIPTION:

• Acts as an individual contributor using independent discretion and judgment.
• May supervise administrative functions.
• Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.
• Assists in preparing budgets, provides advice regarding budget projects, and monitors expenses.
• Performs complex assignments and resolves issues and problems referred by staff or the supervisor.
• Ability to perform all administrative tasks assigned to lower level administrative roles.
• Answers phones and greets visitors according to departmental procedure; screens calls and takes messages or refers caller to appropriate staff member.
• Greets visitors in a courteous manner, establishes needs and refers to appropriate staff.
• Establishes procedures and processes for setting up, organizing, and maintaining various departmental files.
• Retrieves appropriate information upon request for internal and external use.
• Arranges and schedules appointments, meetings, and domestic and/or international travel for one or several executives; prioritizes requests for meetings; arranges itinerary; prepares expense reports; and prepares executives for daily activities.
• Schedules and coordinates meetings and/or special events; reserves facilities, arranges for equipment and materials; arranges for speakers, refreshments or meals; develops agendas; arranges seating.
• Receives and reviews incoming correspondence; Reviews outgoing mail for consistency and conformance to policies and procedures.
• Types correspondence, reports and/or manuscripts.
• Prepares charts and graphs for reports and presentations.
• Operates standard office equipment including telephones, copiers, fax machines, and computers.
• Gathers, reviews, verifies and consolidates data for preparing and monitoring unit/department budget and budget variances.
• May provide guidance or direct the work of clerical, secretarial or other designated employees.
• May distribute work assignments.
• May train employees and provide input to performance evaluations and other employee transactions.
• Initiates and processes employee transactions after review and approval.
• Assists in investigating employee issues or concerns; determines appropriate course of action. Interprets departmental policies and procedures for lower level employees; refers employees to appropriate area for interpretation of organizational policies.
• Works with manager to formulate plan for professional development.
• Attends educational in-services as appropriate.
• Designs and generates regular or special reports and/or statistics after collecting, analyzing and organizing data.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• High School diploma required, Bachelor's Degree Preferred.
• Five (5) years of progressive related experience.
• Equivalent combinations of education/experience may be considered.

PHYSICAL REQUIREMENTS: (Medium-Heavy) 36-50 lbs., 0-33% of the work day (occasionally); 20-35 lbs., 34-66% of the workday; (frequently); 10-20 lbs., 67-100% of the workday (constantly); Lifting 50 lbs. max; Carrying of objects up to 35 lbs.; Occasional to frequent standing & walking; Occasional sitting; Close eye work (computers, typing, reading, writing); Physical demands may vary depending on assigned work area and work tasks. ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include, but are not limited to: Blood-borne pathogen exposure; Bio-hazardous waste Chemicals/gases/fumes/vapors; Communicable diseases; Electrical shock; Floor Surfaces; Hot/Cold Temperatures; Indoor/Outdoor conditions; Latex; Lighting ; Patient care/handling injuries; Radiation ; Shift work; Travel may be required; Use of personal protective equipment, including respirators; environmental conditions may vary depending on assigned work area and work tasks