Administrative Assistant, Administration

The Administrative Assistant provides a wide range of administrative support to Vice President(s), Physician Chair, department and/or affiliates. This position provides a bridge for smooth communication between the VPas office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management and staff.

The job duties of the Administrative Assistant include, but are not limited to, the following:

• Completes a broad variety of administrative tasks for the Vice President/and or Medical Chair(s) including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Screens in-coming phone calls, processes mail, composes letters and reports, and word-processing of presentations and financial data documents.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Maintains all confidential files.
• Purchases equipment and supplies. Maintains office supplies and equipment. Compiles monthly charges and bills for payment through Accounts Payable. Maintains accounting and budget reports.
• Creates and maintains databases and spreadsheets. Manages and analyzes reports and data from multiple sources.
• Navigates internal databases, including Hyperion, Lawson, Health stream and others as required.
• May be responsible for submitting departmental payroll information. May be KRONOS changer.
• Plans, coordinates and schedules meetings, conferences and other related activities for VP and Medical Chair for designated areas.
• Assists with organizing committee meetings and prepares meeting materials including agendas, presentations and other meeting collateral.