Administrative Assistant II IMMC

Major Responsibilities

Preparation and dissemination of correspondence

• Types letters, memos, reports, and other types of correspondence from rough drafts or provided copy.
• Composes correspondence for supervisor/staff.
• Collects data and/or compiles information to prepare reports for department.
• Transcribes dictation and/or use shorthand.
• Prepares presentations, handouts, signs, invitations, etc. utilizing various software packages.
  
  

Representation of the system in communication with associates, customers, and outside callers

• Greets and directs visitors.
• Responds to associate/patient complaints, resolves problems, or directs associate/patient to appropriate parties.
• Follows up on letters and phone calls, making sure appropriate parties follow through
  
  

Performance of diversified administrative and secretarial work in support of the department.

• Compiles, analyzes, and summarizes data to prepare reports.
• Coordinates work or provides direction and/or guidance to others.
• Responds to correspondence not requiring supervisor’s attention.
• Monitors budget for department.
• Initiates follow up for calls, correspondence, etc., received by department.
• Answers phones for others within department and follows up on requests if able.
• Covers for other secretaries in department in their absence.
  
  

Coordination of Supervisor’s schedule.

• Sets up meetings and maintains meeting schedule for supervisor and others within department.
• Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
• Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement.
  
  

Management of payroll and scheduling records and data

• Administer scheduling timelines for associate entry into the time and attendance system
• Edit and correct time and attendance entry
• Monitor and promote compliance of associate time card approvals
  
  

Supervision of minor department expenses.

• Maintains and orders supplies.
• Prepares expense reports, check requests, petty cash reimbursement, invoice payment, and time cards for department.
  
  

Maintenance of department files.

• Maintains records and files within the department/unit.
• Creates and sets up filing systems for department/unit.
  
  

Education/Experience Required

• High school education or equivalent.
• 5 years of executive-level secretarial experience.
  
  

Knowledge, Skills & Abilities Required

• Typing 60 wpm preferred
• Basic computer knowledge
• Ability to prioritize work
• Effective interpersonal communication skills, written/verbal
• Basic organizational skills
  
  

Physical Requirements And Working Conditions

• Ability to work in changing environment.
• Ability to prioritize independently and respond to multiple simultaneous requests.
• Ability to work under stressful conditions and in difficult situations.
  
  

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.