Administrative Assistant

Position:  Administrative Assistant

Reports to:        Executive Assistant to the President/CEO

Department:      Administration

Status:              Full-time/Hourly

Classification:   Permanent

EEO Code:        Professional

ASCENSION DEPAUL SERVICES CORE VALUES:

• Service of the Poor – Employee demonstrates generosity of spirit, especially for persons most in need
• Reverence – Employee demonstrates respect and compassion for the dignity and diversity of life
• Integrity – Employee inspires trust through personal leadership
• Wisdom – Employee integrates excellence and stewardship into execution of job duties
• Creativity – Employee demonstrates courageous innovation
• Dedication – Employee affirms the hope and joy of the Daughters of Charity mission

GENERAL JOB DESCRIPTION

Provides administrative and secretarial support for the Administration Department.  In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, recording departmental meetings and Board Meetings, obtaining supplies, coordinating direct mailings, and working on special projects.  Answers non-routine correspondence and assembles highly confidential and sensitive information.  Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization.  Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in clinic practices or procedures.

DUTIES & RESPONSIBILITES

• Schedules and organizes activities such as meetings, travel, conferences and department activities for Executive Director, Vice President of Mission and the President/CEO in the absence of the Executive Assistant to the President/CEO.
• Establishes, develops, maintains and updates filing system for Mission, Executive Director and the Executive Assistant to the President/CEO as it pertains to policies organization and board minutes for both DCSNO and Marillac Community Health Centers. Retrieves information from files when needed.
• Organizes and prioritizes large volumes of information and calls.
• When backing up the Administrative Assistant/Administration Receptionist will sort and distribute mail. May open mail for department heads. Drafts written responses or replies by phone or e-mail when directed to do so. Responds to regularly occurring requests for information.
• Works independently and within a team on special nonrecurring and ongoing projects for Administration, Executive Director, and Mission. Acts as project manager for special projects, as requested, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Supports maintenance of the Administration, Executive Director, and Mission finances by assisting with tracking expenses, completing and routing check requests, and maintaining spreadsheets with financial data as necessary.
• Will provide assistance with recording and transcription of the Minutes of the Corporate Compliance monthly meeting.
• Will provide assistance with recording of Minutes for DCSNO and Marillac Community Health Centers Board Meetings in the absence of the Executive Assistant to the President/CEO who serves as the Board Liaison.
• Answers phones for Administration. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other departmental staff to cover phones.
• Provides assistance with duties at front desk or other administrative areas as needed to fill in during breaks or absences of other administrative staff.
• Performs other duties as needed.

PHYSICAL DEMANDS

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.   This is largely a sedentary role, filing is required and some lifting, twisting, standing, bending will occur.  90% of work will require some sort of physical activity to be performed. Employee will be required to travel from time to time and must be willing to travel to various clinic work locations as events dictate

WORK ENVIRONMENT

This job operates in a professional office environment. According to the special event type, some work may be performed outside with varying temperatures.

MINIMUM QUALIFICATIONS

Required:

• High school diploma or equivalent
• Two years prior related experience
• Proficiency in Microsoft Office:  Word, Excel, Outlook and Power Point
• Excellent written and verbal communication skills
• Excellent organizational skills
• Excellent interpersonal skills

PREFERRED QUALIFICATIONS

• Bachelor’s degree
• 2 years healthcare experience