What are the responsibilities and job description for the Admin III Surgical Services position at Winchester Hospital?
When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. Contributes to the Hospital’s mission by providing advanced administrative and secretarial support to Director(s) and/or Associate Director(s) and affiliated departments. This position has the potential of impacting all Hospital’s goals by enabling our leadership team to maximize their efficiency and effectiveness. Consistent with the WE CARE principles and inherent in a hospital environment, employees must be flexible in meeting patients’ and the Hospital’s needs. While the list below describes the primary functions of this job, all employees at Winchester Hospital need to recognize that an essential element of their job is the ability to respond to unanticipated and/or changing situations. This may result in assuming responsibilities or tasks which are not on this list. As part of the Winchester Hospital team, this position: Composes and types correspondence, reports, charts, tables, contracts, manuscripts and records which may be sensitive or complex in nature with minimal direction and guidance. May be required to take from rough draft or dictation. Proofreads and edits final draft materials for accuracy, consistency and clarity, and submits in a signature-ready format. Orders office supplies to maintain department inventory and for special projects. Makes travel arrangements as directed. Prepares receipts and invoices for payment and obtains appropriate authorization. Investigates invoice discrepancies. Monitors departmental budgets by tracking expenses, gathering appropriate reports and records, identifying and resolving errors and discrepancies. Monitors mail on behalf of the leadership team, responding to routine inquiries for information. Prioritizes messages and mail based on the leader’s operational needs. Creates PowerPoint, scorecards and other presentation materials with minimal direction and in collaboration with the department leaders. Creates advanced Excel worksheets. Develops graphs from data. Inputs and compiles data and/or runs and creates reports on schedule and as requested. May provide some data summation of the data, highlighting variances, anomalies and trends. Maintains the department leaders’ calendars, coordinating complex meetings and events with an appreciation for the leader’s schedule preferences and operational issues. Researches issues for department leadership. Involved in key projects and initiatives, often functioning as the primary contact with internal and external stakeholders to keep all parties properly informed and on track. Frequently involved in or asked to relay highly confidential and/or sensitive information. Prepares, records and distributes meeting agendas, reminders and minutes. Maintains Director (s) or Associate Director (s) office files. Assists the leadership team in monitoring and reconciling staff schedules and time cards: Has access to staffs’ schedules and may edit under direction of the supervisor. Reviews time cards against the schedules. Edits department and job codes to agree with schedule. Processes green sheets and follows up with staff to process corrections. Runs reports as requested by the supervisors. Provides administrative back-up to other administrative staff as necessary. Recommends appropriate changes in office procedures, filing and record keeping systems in order to improve efficiency, productivity and cost effectiveness. Participate in evaluating and recommending purchases of office equipment and supplies. Monitors equipment service contracts. Functions as the initial department contact for equipment problems. Organizes work load to meet deadlines and leaders’ needs. Performs other administrative and clerical duties for the leaders and department to ensure efficient department operations. Maintains list of contracts and renewal dates for Director (s) or Associate Director (s).
