GENERAL SUMMARY OF POSITION

In this role, you will provide administrative and secretarial support to a Vice President and provide assistance to other departmental professionals. We recruit, retain, and advance associates with diverse backgrounds, skills, and talents equitably at all levels.
This associate in this role will be required to be onsite Monday through Thursday, 8:30am - 5pm. Friday may be a remote work day.

EDUCATION

• Associate’s degree preferred or
• equivalent years formal secretarial training and experience in lieu of educational requirement, required.

EXPERIENCE

• 3-4 years administrative/secretarial experience, required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent verbal and written communication skills.
• Basic computer skills preferred.
  This position has a hiring range of $58,656 - $98,384

• Assists in care and maintenance of departmental equipment and supplies. Reviews orders of supplies from other members of the department. Prepares payment vouchers for goods and services received by the department. Acts as liaison with Purchasing Department.
• Assists with development and preparation of various reports and schedules under the direction of the Vice President or department professionals.
• Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulation.
• Coordinates adherence to deadlines and completion of special projects, correspondence, and reports.
• Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff in a manner to best serve the needs of the Vice President and department.
• Ensures timely distribution of correspondence. Performs high level administrative duties including preparing correspondence, and maintaining confidential records; assists departmental professionals in the functions of the department. Takes initiative to determine appropriate action and resolution of various day to day matters, issues, and projects when determined to be within scope of authority. Exercises independent judgment with respect to real or potential problems and brings these to the attention of appropriate party with recommended action.
• Handles, screens and prioritizes all telephone calls and correspondence directed to the supervisor. Reviews, prioritizes, and distributes interoffice and external mail. Provides assistance and direction to callers, visitors and staff as required.
• Maintains calendar and appointment schedule for the Senior Vice President or Vice President. Performs secretarial duties, prepares correspondence through dictation, composes written material, including letters or memo, using a word processor and/or typewriter, and proofreads material.
• Maintains files for the Vice President and any applicable division files. Organizes and retrieves information on MedStar Health Page 1 of 2 an ongoing basis. Attends designated committee/management meetings and takes minutes. Distributes correspondence and handles follow up related to the meetings as required. Assures that confidential information and activities are handled discreetly and classified information is safeguarded.
• Organizes, schedules and confirms meetings and/or conferences. Reserves conference rooms and equipment, selects and orders refreshments/meals, and composes meeting notices and correspondence. Ensures timely distribution of correspondence.
• Participates in multidisciplinary quality and service improvement teams.
• Performs other duties as assigned.
• Provides research and administrative support to special projects. Prepares data on projects and studies may update procedure manuals or analyze department activities within the department.
• Serves as secretary performing clerical duties including transcribing, preparing correspondence, and maintaining confidential records; assists departmental professionals in the functions of the department.
• Takes initiative to determine appropriate action and resolution of various day to day matters, issues, and projects when determined to be within scope of authority. Exercises independent judgment with respect to real or potential problems and brings these to the attention of appropriate party with recommended action.