Administrative Assistant for the Department of Medicine

Under general supervision, provides moderately complex administrative secretarial support to an individual or group, and assists with the coordination of office operations.

Education:
Associates degree or equivalent

Experience:
Three years' experience (Additional education beyond high school may be substituted for experience).

Skills:
• General knowledge of and skill in the practical application of office practices, procedures, and equipment; of business English, spelling, punctuation, grammar and arithmetic.
• Skill in composing general correspondence; Proficient in Microsoft Outlook, Word, Excel, PowerPoint, AdobeAcrobat and skill in using a variety of office software and database applications.
• Skill in understanding and following oral and written instructions, an in communicating effectively both orally and in writing.
• Skill in planning, organizing, prioritizing, and executing multiple and continuing assignments with general instructions.
• Skill in proofing office correspondence, forms, and other work product for typographical errors, spelling, grammar, and punctuation.
• Skill in performing basic arithmetic calculations.
• Skill in accurate alphabetical and numeric filing.
• Ability to type quickly and accurately

Patient & Workplace Safety:

• Employee has knowledge and understanding of patient and workforce safety as it relates to job duties.

Patient Population:

• Demonstrates competency in the delivery of care and applies the knowledge to meet age-specific needs if applicable.

Principal Duties and Responsibilities:
• Provides administrative and secretarial support for regular and special meetings for Gilchrist corporate office and Board of Directors, including room reservation, appointment invitations, agenda, documents and follow-up.
• Schedules and coordinates meetings, appointments, and travel. Calls attention to appointments and assembles background materials. May attend meetings, prepare agendas, presentations, handouts and minutes/notes.
• Screens telephone calls and visitors, taking care of routine matters, and ensuring timely and confidential customer-focused service. Answer inquiries following general instructions and departmental procedures. May cover a reception area and or phone back-up support utilizing the OpenScape Contact Center telephone system.
• Types and formats a variety of documents such as letters, memoranda, reports, presentations, meeting minutes, and forms from a rough draft, using a variety of software applications; proofreads work for typographical errors, spelling, grammar, and punctuation. Composes correspondence as assigned and independently prepares recurring correspondence.
• Opens, screens, sorts, and distributes incoming mail and prepares outgoing mail.
• Exercises initiative in establishing, setting up, and maintaining the organization of the office record keeping systems, and enters, updates, and retrieves information stored in files and databases.
• Gathers materials, obtains documents and background information, and assists in development and preparation of a variety of confidential, specialized, and/or recurring reports and other purposes in accordance with specific instructions.
• Assists with researching information from a variety of sources.
• May order supplies, equipment repairs and services. Maintains records of service contracts and equipment repairs.
• Coordinates and/or maintains policy manuals and applicable resource materials for department/unit, using electronic, web-based, or manual tools and resources
• May coordinate the scheduling of meeting rooms and associated services (catering)
• May set up audiovisual equipment such as multiple and single image slide projection, video projection and microphones, etc.
• Assists with the coordination & distribution of employee recognition items.
• Assists with organization of employee events including set up and clean up. Assists with special projects and other duties as assigned.

All roles must demonstrate GBMC Values:

Respect

I will treat everyone with courtesy. I will foster a healing environment.

• Treats others with fairness, kindness, and respect for personal dignity and privacy

• Listens and responds appropriately to others' needs, feelings, and capabilities

Excellence

I will strive for superior performance in every aspect of my work. I will recognize and celebrate the accomplishments of others.

• Meets and/or exceeds customer expectations
• Actively pursues learning and self-development
• Pays attention to detail; follows through

Accountability

I will be professional in the way I act, look and speak. I will take ownership to solve problems.

• Sets a positive, professional example for others
• Takes ownership of problems and does what is needed to solve them
• Appropriately plans and utilizes required resources for various job duties
• Reports to work regularly and on time

Teamwork

I will be engaged and collaborative. I will keep people informed.

• Works cooperatively and collaboratively with others for the success of the team
• Addresses and resolves conflict in a positive way
• Seeks out the ideas of others to reach the best solutions
• Acknowledges and celebrates the contribution of others

Ethical Behavior

I will always act with honesty and integrity. I will protect the patient.

• Demonstrates honesty, integrity and good judgment
• Respects the cultural, psychosocial, and spiritual needs of patients/families/coworkers

Results

I will set goals and measure outcomes that support organizational goals. I will give and accept help to achieve goals.

• Embraces change and improvement in the work environment
• Continuously seeks to improve the quality of products/services
• Displays flexibility in dealing with new situations or obstacles
• Achieves results on time by focusing on priorities and manages time efficiently

Pay Range

Final salary offer will be based on the candidate's qualifications, education, experience and alignment with our organizational needs.

COVID-19 Vaccination

All applicants must be fully vaccinated against Covid-19 or obtain a GBMC approved medical or religious exemption prior to starting employment at GBMC Healthcare, to include Gilchrist and GBMC Health Partners.

Equal Employment Opportunity

GBMC HealthCare and its affiliates are Equal Opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.