Associate Administrative Coordinator, Anesthesia

JOB SUMMARY :

Under general direction, performs a wide variety of administrative duties in support of multiple departmental leaders. Requires the ability to act as an extension of the leader, thinking and planning ahead, in order to manage leader's time in the most effective and efficient manner. Includes complex calendar management, travel/meeting/event coordination and project support.

Assists department management in support of operational and administrative functions to meet departmental and organizational goals.

EDUCATION/EXPERIENCE:

Associate’s degree in business administration or related field of study required and four years administrative assistant experience at the senior level required; or an equivalent combination of education and experience.

ESSENTIAL FUNCTIONS:

• Provides administrative support to multiple departmental leaders; including, but not limited to the Executive Vice Chair and other Vice Chair roles of the Department as assigned.
• Provides administrative support for institutional committee meetings and other meetings of significance.
• Effectively and professionally communicates with Medical Center staff and external customers.
• Functions as point of contact for leader.
• Anticipates needs of leader. Arranges, coordinates, prepares meeting materials, and receives direction from others to apprise leader, so he/she is as prepared and organized as possible.
• Manages complex calendars by making decisions about requested meetings, discusses with leader as appropriate, and schedule’s locations and resources needed.
• Optimizes leader’s travel schedules and expedites expense report.
• Responds to inquiries and sensitive questions in a professional manner and takes initiative to refer to the most appropriate Medical Center official.
• Provides administrative support at meetings of significance.
• Assists in administration of departmental budget.
• Manages a wide variety of projects through planning, implementation and evaluation. Oversees the work of contributors. Prepares periodic analyses and reports reflecting progress and trends. Identifies opportunities for improvement and facilitates implementation as appropriate.
• Compiles confidential Medical Center information using judgment and discretion as to appropriate action.
• Composes correspondence and signs on behalf of leader as appropriate.

SKILLS/QUALIFICATIONS:

• Familiar with Medical Center policies, practices, and procedures
• Excellent oral and written communication skills
• Proficiency in Microsoft Office programs
• Ability to multi-task, prioritize work independently and meet important deadlines
• Problem-solving and decision-making skills
• Goal-setting and long-range planning
• Excellent telephone etiquette
• Independent judgment and initiative

WORK ENVIRONMENT:

• Clean, comfortable, office environment
• Subject to many interruptions