POSITION SUMMARY The Administrative Assistant will provide administrative support to the Director of Facilities and day-to-day support for the Facilities team by directing correspondence, preparing reports and coordinating documentation, staffing adjustments/records, scheduling, and performing secretarial duties. POSITION QUALIFICATIONS Education and Experience:
Vocational education or two years of college preferred. Previous hospital or scheduling experience and secretarial experience preferred. Experienced in using Microsoft Word, Excel, Access, Power Point, and Windows environment.
License/Certificates: Valid Minnesota driver#s license required. Special Skills and Aptitudes:
Ability to answer and direct calls on a multi-line telephone system. Ability to operate all equipment required for this position. Possesses good organizational skills.
Effective interpersonal relationship skills including good listening and communication skills. Ability to adapt resources to meet the needs of the situation. Understanding of staffing patterns and their construction.
Knowledge of union contract. Knowledge of hospital personnel forms, records and reports. Knowledge of payroll procedure.
Adjusts to stressful situations with confidence and good judgment. ESSENTIAL RESPONSIBILITIES Provides administrative support to the Director of Facilities, including management of his/her calendar, scheduling of appointments, preparing correspondence, approval of team payroll timesheets. Responsible for compiling and obtaining receipts.
Develop and maintain central library for all facilities forms/documentation including database and spreadsheet. Provide administrative support for meetings including agenda preparation, creating notices and materials, making copies, taking notes and ordering meals. Organizes, procures, and maintains inventory of office supplies for the department.
Collects, sorts, and distributes departmental mail and faxes. Acts as a focal point for telephone work requests and information. Utilizes maintenance management software to monitor work orders for timely completion and to generate reports for management review.
Maintains confidentiality of all corporate, personnel and research matters. Communicates effectively in both oral and written communication. Creates reports, spreadsheets and graphs by obtaining, compiling and organizing data. Performs or assists with special projects and other duties as needed.
Cuyuna Regional Medical Center