Admin Assistant - Hospital Administration - 066

JOB SUMMARY: The Administrative Assistant performs higher level support duties and provides specialized program support for the assigned Program Leadership.  He/she performs a wide range of administrative support that is sensitive and/or complex using independent judgement in applying established practices and procedures.

ESSENTIAL FUNCTIONS and RESPONSIBILITIES: The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification with or without an accommodation. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. 

• The ability to comply with the regulations requiring a workplace of dignity and respect and equal employment opportunity compliance.
• The ability to work collaboratively with others and to accept constructive criticism from supervisors and managers.
• Willingness to abide by the company’s published rules and regulations
• Respond to and initiate inquiries (i.e. subpoenas, legal contracts, etc.).  
• Explain policies, answer questions, and independently resolve problems as related to assigned program.
• Performs secretarial work such as typing, copying, filing and distributing all administrators’ correspondence related to assigned program. 
• Composes and types letters, memos, and other correspondence as directed
• creates reports and any other projects that are assigned to support leadership.
• File maintenance, and scheduling as it relates to assigned program
• Prepares meeting agendas; sends meeting notices and reminders as related to assigned program
• Attend meetings and disseminate meeting minutes in a timely manner  as it relates to needs of assigned program
• Responsible for meeting prep and clean up: set up meeting space, coordinates with vendors for food or other supplies needed, clears and cleans meeting space post-meeting.
• Tracks all upcoming program deadlines and ensures deadlines are met through communication with leadership. 
• Assists with data collection and entry into data management systems (outcomes, complaints, financial data, TIER data, etc).
• Assist leadership with reimbursement tracking and submission for services rendered to Administration, if necessary
• Answer phone calls for assigned program and respond accordingly to all calls.
• Assist with any report creation and dissemination as requested by leadership.
• Assist with research as request by leadership.
• Any other duties as assigned by Program Leadership
• PROGRAM SPECIFIC TASKS (Citrus County):

• Maintain incoming/outgoing mail
• Maintain accurate fire drill logs
• Safety Officer for site (if assigned this task)
• Monitor and report maintenance problems (if assigned this task)
• Procures operational supplies from purchasing for program
• Collects and deposits funds in accordance with Fiscal Department procedures
• Credits and debits clients for services rendered
• Responsible for scheduling all services performed in program facility(s)

 COMPETENCIES: Knowledge, Skills, Abilities, and Motivation (KSAM) required for an employee to be successful. 

• Serving Our Consumers: Effectively meeting consumer needs, building productive consumer relationships, and taking responsibility for consumer satisfaction and loyalty. 

• Consumer Focus: Building strong consumer relationships and delivering consumer-centric solutions. 
• Values Differences: Recognizing the value that different perspectives and cultures bring to an organization. 

• Effective Communication: Clearly conveying information and ideas to individuals and groups in a manner that engages the audience and helps them understand and retain the message. 

• Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Manages Conflict: Handling conflict situations effectively, with a minimum of noise.

• Continuous Improvement: The ongoing process of achieving positive changes in service and processes in order to improve efficiency and quality. 

• Resourcefulness: Securing and deploying resources effectively and efficiently.
• Cultivates Innovation: Creating new and better ways for the organization to be successful. 

• Expertise: Demonstrating proficiency of an employee's skill or knowledge within their field of practice. 

• Drives Results: Consistently achieving results, even under tough circumstances.

JUDGMENT/DECISION MAKING: Utilizes established corporate policies and procedures in making decisions. Uses sound judgment in meeting the responsibilities and performing the duties of the position.  Add extra if necessary from Job Task Analysis

EDUCATION & EXPERIENCE: 

• Required: High School diploma with 4 years related experience.   
• Preferred: Bachelor’s degree in related field with 2 years related experience.   

TRAINING & DEVELOPMENT: Completes all requirements according to Individual Training Plan within the first six months of hire and annually.  Other training and/or professional development may be assigned due to evolution of programs. 

POSITION CONTENT: This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills or working conditions associated with the position.  While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, and/or remove duties and assign other duties as necessary.