What are the responsibilities and job description for the Administrative Assistant position at TriHealth?
Provides full spectrum of administrative / clerical support for the GME Department. Primary responsibilities include managing needs of VP and Director including, but not limited to, calendar management, meeting preparation and minute taking, communication on behalf of VP and Director, and presentation support. Also supports other leaders in the safety institute with administrative duties as able. Serves as the initial phone contact and resource for resolving inquiries and requests for information. Responsible for coordinating the formal and informal communications associated with the office. May also greet and direct visitors to the office. A high level of confidentiality is required as this individual has access to extremely sensitive information, in some cases dealing with attorney-client privileged information. May provide coverage for senior management in the absence of the executive assistants. Must be able to work in a fast-paced environment; prioritizing tasks and duties effectively. Experience working directly with physicians and in a hospital setting is desired.
Job Requirements:
- High School Degree
- Excellent oral and written communication skills required Must have experience in using a PC
- Microsoft Excel, Outlook, PowerPoint and Word
- Multi-line phones
- 3-4 years experience as an administrative professional or executive assistant
Job Responsibilities:
* Administrative Support: Provide general administrative and clerical support including mailing, scanning, faxing, and copying to management.
* Calendar Management: Maintain executive’s calendar, schedule meetings, and arrange conference calls.
* Communication: Prepare and modify documents including correspondence, reports, drafts, memos, and emails. Handle incoming calls and direct them appropriately.
* File Management: Organize and maintain files and records, ensuring they remain updated and easily accessible.
* Travel Arrangements: Make travel arrangements including flight bookings, hotel reservations, and car rentals for executives and staff.
* Meeting Coordination: Schedule and coordinate meetings, conferences, and other events. Prepare agendas, take minutes, and distribute them as needed.
* Office Supplies: Monitor and maintain office supplies inventory. Order supplies and materials as needed.
* Data Entry: Enter and update data accurately in various databases and spreadsheets.
* Client Interaction: Greet and assist visitors, clients, and staff in a professional and courteous manner.
* Project Assistance: Assist in special projects and provide support to other team members as required.
Working Conditions:
Climbing - Rarely
Concentrating - Frequently
Hearing: Conversation - Consistently
Hearing: Other Sounds - Occasionally
Interpersonal Communication - Consistently
Kneeling - Occasionally
Lifting <10 Lbs. - Rarely
Lifting 50 Lbs. - Rarely
Lifting <50 Lbs. - Rarely
Pulling - Occasionally
Pushing - Occasionally
Reaching - Frequently
Reading - Consistently
Sitting - Consistently
Standing - Occasionally
Stooping - Occasionally
Talking - Frequently
Thinking/Reasoning - Consistently
Use of Hands - Consistently
Color Vision - Frequently
Visual Acuity: Far - Occasionally
Visual Acuity: Near - Consistently
Walking - Frequently
TriHealth SERVE Standards and ALWAYS Behaviors
At TriHealth, we believe there is no responsibility more important than to SERVE our patients, our communities, and our fellow team members. To achieve our vision and mission, ALL TriHealth team members are expected to demonstrate and live the following:
Serve: ALWAYS…
- Welcome everyone by making eye contact, greeting with a smile, and saying "hello"
- Acknowledge when patients/guests are lost and escort them to their destination or find someone who can assist
- Refrain from using cell phones for personal reasons in public spaces or patient care areas
- Recognize and take personal responsibility to address and recover from service breakdowns when a customer's expectations have not been met
- Offer patients and guests priority when waiting (lines, elevators)
- Work on improving quality, safety, and service
- Respect cultural and spiritual differences and honor individual preferences.
- Respect everyone’s opinion and contribution, regardless of title/role.
- Speak positively about my team members and other departments in front of patients and guests.
- Value the time of others by striving to be on time, prepared and actively participating.
- Pick up trash, ensuring the physical environment is clean and safe.
- Be a good steward of our resources, using supplies and equipment efficiently and effectively, and will look for ways to avoid waste.
- Acknowledge wins and frequently thank team members and others for contributions.
- Show courtesy and compassion with customers, team members and the community
