Administrative Assistant - Cobb Hospital Administration

at  WellStar Health System Inc

JOB SUMMARY:

The Administrative Assistant III performs complex administrative and clerical duties for the Vice Presidents of the system, including but not limited to collecting/consolidating/distributing department statistical data, preparing documents for presentation, faxing/receiving documents, and ordering/maintaining records of purchase. Maintains all office files including policy and procedures. Assists with department budget preparation and distribution and various staffing reports. Attends monthly management/ staff meetings and records/distributes minutes. Assists in other various operational duties including but not limited to, meeting scheduling, routing phone calls and communication and ordering supplies. The Administrative Assistant III is able to independently perform job functions and maintain information of a confidential nature.

REQUIRED MINIMUM EDUCATION:

• High School Diploma
• Bachelors General is preferred

REQUIRED MINIMUM EXPERIENCE:

• Minimum 2 years of college or equivalent work experience
• Minimum 5 years of experience as a project or administrative assistant.
• 5 years’ experience supporting finance leaders is preferred.
• Considerable desktop experience required with extremely strong skills in Word, Excel, Power Point and other Microsoft tools
• Very strong organizational and communication skills, both written and verbal
• Ability to interface with leaders, physicians and staff from a service excellence perspective

REQUIRED MINIMUM SKILLS:

• Self-directed, demonstrated ability to work autonomously and prioritize multiple assignments without little supervision.
• Exceptional skills with follow-through and attention to detail.
• Ability to work collaboratively with and through other people.
• Extensive computer experience with expertise in Word, Excel, Power Point.
• Expert in calendar management.
• Confident and accomplished in multitasking and prioritizing as well as efficiently working collaboratively with a broad team of professional, clinical and non-clinical.

CORE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

Operations and Specialized Administrative Support:

• Provide executive leader (VP) support including but not limited to their schedules, job duties, keeping them on track, and providing reminders about upcoming events
• Efficiently manage, organize, plan, schedule, coordinate and maintain information for the leader
• Assist with developing presentations and meeting materials
• Set up a system agreeable to both leader and assistant on how to organize work flow including but not limited to filing, incoming and outgoing mail and correspondence, to do list and emails
• Purchase items and process invoices while adhering to budgetary constraints
• Manages calendars and complex scheduling arrangements involving multiple parties ensuring that there are no double bookings.
• Maintain a list of all frequent contacts
• Coordinate meetings related to the executive/leader supported with administrative staff, physicians and outside associations
• Schedule meetings, meeting preparation (send out reminders, packets, set-up equipment, minutes)
• Keep office supplied, manage office logistics and procurement/fulfillment
• Proactively project cross coverage in the event other assistants are absent or attending meeting
• Represent the leadership and the hospital in a highly professional manner, including professional attire
• Ensure quality customer service Project Support
• Support special projects with administrative functions
• Track both simple and complex metrics and measurements defined by the committee and cabinet members
• Communicate project and event timelines and deadlines
• Track and distribute project progress including milestones
• Attend and take minutes during committee meetings
• Respond to requests for assistance from cabinet and committee team members in a timely manner utilizing excellent organization and follow-through skills.