Understands and supports the AHC mission, vision, guiding principles and standards of behavior.
Performs assigned administrative and supervisory duties in an efficient manner, in accordance with established procedures and direction by your supervisor to assure that a successful, viable, administrative program is maintained at all times.
All AHC employees are responsible to participate in quality and process improvement activities.
Every effort has been made to make this job description as complete as possible. However, it is emphasized that you may be required to perform other related duties and activities.
Coordinates meeting requests, catering requests, and sets up AV equipment
Coordinates contracts including, tenant leases, timeshare contracts, and business associate agreements for Senior Leadership Team. Maintain contracts and BAA's in C360
Create and maintain communications distribution lists
Event planning and preparation for internal and external meetings including logistics, content, prep and coordination
Meeting planning for both internal and external constituents, including but not limited to: site selection, contract negotiation, meeting site logistics, technology requirements, transportation, etc.
Maintain policy documents within C360 to include document editing, proofreading, review deadlines and follow up
Maintains calendars for Senior Leadership Team including re-prioritizing and rescheduling appointments without direction. Understands key business priorities and proactively ensures that calendar schedules are reviewed daily and that conflicts are resolved in a timely manner
Coordination and preparation of Senior Leadership Team agendas and materials, quarterly employee meetings, and other meetings including attending meetings and recording minutes. Use discretion and expertise to capture pertinent information. Assures appropriate follow-up to other administrative assistants.
Maintains organizational files and records
Opens, screens and prioritizes mail
Performs administrative support duties including but not limited to hardware/software acquisition, expense management and travel coordination
Receives and screens office visitors and telephone calls
Schedules conference/travel arrangements completing appropriate authorization and expense reports
Updates and maintains the department electronic files and shared drives
Orders and maintains supplies
Updates AMION scheduling system
2.Correspondence, Documents and Presentations
Prepare presentations using Excel, Word and advanced PowerPoint
Prepares drafts and final correspondence, reports and presentations on behalf of the Senior Leaders as directed
Maintains department reports, organization charts, software licenses and directories, as appropriate
Updates reports, creates documents, and completes other administrative tasks for the Senior Leadership Team
3.Project Management and Support
Works collaboratively with staff and leaders across the organization to ensure that deadlines for key deliverables are communicated on a consistent basis
Executes a wide array of projects simultaneously on confidential, strategic issues for the Senior Leadership Team, prioritizing and meeting deadlines
Manages multiple tasks / projects and deadlines simultaneously with meticulous attention to detail
Manages project communication channels as needed, including SharePoint
Associate or related degree or equivalent business work experience in lieu of degree required
Five years of increasingly responsible administrative/secretarial experience required; experience in hospital setting supporting executive leaders preferred
Ability to establish and maintain effective working relationships with key constituents and all levels of management and employees.
Demonstrated ability to coordinate a high level of activity under a variety of conditions and constraints
Demonstrated highly effective verbal and written communication skills
Thorough knowledge of general office practices and procedures
Demonstrated knowledge of business English, punctuation, and spelling with a high degree of accuracy
Ability to work effectively with the public and cooperatively with co-workers
Ability to work independently and to carry out assignments
Flexibility to work under continually changing priorities
Ability to make independent decisions and function with minimal supervision
Ability to work under highly stressful situations
Proficient in Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint
Benefits: AHC offers a comprehensive benefits program* for eligible full and part time employees which includes, but is not limited to:
Group Health Insurance
Health Savings Account
Group Dental Plan
Flexible Spending Account
Life Insurance / Accidental Death & Dismemberment
STD / LTD
Retirement Plan with Employer Matching Dollars
Paid Time Off (PTO)
For more information on the benefits offered by AHC, please visit our Benefits Program page at: http://www.amerymedicalcenter.org/careers/basic_benefits_program.aspx
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Amery Regional Medical Center