Administrative Secretary II

Summary of Job Duties:

Assists the Hospice Manager in all aspects of day-to-day operations. Responsible for providing administrative assistance and secretarial support. Requires attention to detail, flexibility and involves high degree of confidential information.

Essential Job Duties

Administrative and Secretarial Support:

• Assists the Hospice Manager in all aspects of day-to-day operations (including filling the 6-week master schedule, replacing and rescheduling staff as needed.
• Helps to maintain calendar, tickler file and schedule for the Hospice Manager, including records of appointments and meetings.
• Maintains employee information related to job performance, certifications and employee health, work schedules. Follows up to ensure timely compliance with all due dates.
• Assists with timecard verification of entries into Kronos.
• Maintains calendars and schedules for the Hospice Manager.
• Establishes and maintains accurate files (both paper and electronic) with cross-referencing of related files to allow for easy accessibility). Prepares for scheduled meetings.
• Maintains confidentiality and integrity of records, reports, letters, accounts, minutes and other information handled within the position.
• Serves as administrative support to department staff.
• Prepares meeting materials and coordinates meetings.
• Sends notifications to members of committees, agencies, or other persons involved in meetings.
• Follows through with reservations of meeting rooms and other settings, including meals and refreshments as needed, when scheduling meetings.
• Attends meetings, as directed, for the purpose of drafting and/or transcribing minutes.
• Maintains high level of confidentiality and integrity of records, reports, letters, accounts, minutes, and other information handled within the position.

Communication:

• Maintains office communication, answering and re-routes calls, takes thorough messages, and interacts with peers in an effective, supportive and participative manner.
• Maintains a pleasant and efficient office environment. Remains proficient and maintains diplomacy under pressure, such as those presented by workload and time constraints.
• Maintains effective work relationships with all employees, patients, families and visitors, clients and public.
• Uses discretion and maintains confidentiality, as appropriate, in all business dealings.
• Receives and greets patient, families, staff, visitors or clients; ascertains their needs and directs them accordingly.
• PERFORMS OTHER RELATED DUTIES AS NEEDED

Educational Requirements: Two-year college degree preferred or specialized training at business or community college.

Experience: Minimum of two (2) years previous work experience in an administrative assistant/secretarial position.

Skills Required: Able to take, transcribe, and produce minutes. Excellent communication skills, both oral and written, with the ability to interact with all levels of employees, management, physicians, and visitors. Computer skills, including use of word processing, email, spreadsheets and project planning. Strong organizational skills with ability to work in busy office and handle multiple priorities. Project coordination experience desired.

Benefits Overview
At St. Francis Healthcare System of Hawaiʻi, we believe in sharing the same heart and level of care for our team members as we do for the clients we serve. Our comprehensive benefits are designed with the whole employee in mind. From resources for Professional and Educational development opportunities to an employer matching 403(B) retirement plan, we seek to provide a workplace which helps our team members be their best. Below is a summary of just a few of our employee benefits:

• Medical, Dental, Drug & Vision Coverage
• Flexible Spending Account (for Health and Dependent Care)
• 403(b) Retirement Savings Plan with employer match
• Paid Time Off (PTO) and Extended Sick Leave benefits
• Educational Reimbursement and Professional Leave benefits
• Employee Assistance Program
• Much more!