Administrative Assistant (Fortify) in Norfolk, Virginia at Childrens Hospital of The King's Daughters

GENERAL SUMMARY

The Administrative Assistant performs a wide array of general administrative duties in support of the department leadership. Duties may include, but not limited to, managing calendars, compiling reports, and correspondences, answering phones, etc. This position requires workflow analysis, process improvement, problem solving, and project management skills. Reports to department leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs a variety of administrative activities to ensure the smooth and efficient operation of the department.
• Screens incoming telephone calls, takes and delivers accurate messages, and prioritizes incoming emails.
• Maintains and controls confidential filing & records while ensuring accuracy and up to date documents for ease of access and retrieval.
• Prepares, edits, proofreads, and distributes policies, memorandums, letters, graphs, spreadsheets, and other non-routine office correspondences using MS Office and/or other related productivity tools effectively.
• Organizes, tabulates, and keys data to ensure data accuracy and integrity.
• Maintains, processes and tracks invoices within established procedures.
• Assists in addressing customer inquiries, questions, concerns, and facilitates prompt resolution.
• Supports project coordination activities and timelines.
• As necessary, transcribes from dictation and ensure accuracy of dictation.
• Maintains multiple calendars and coordinates internal and external meeting arrangements such as invitations/registration process, facility arrangement, etc.
• Compiles meeting agendas, gathers information from multiple sources, and attends meetings to records minutes and ensures that materials/minutes are assembled and distributed in a timely manner.
• Maintains adequate office supplies and office equipment.
• Communicates effectively and professionally with employees as well as internal and external customers.
• Performs all other duties as assigned.

LICENSES AND/OR CERTIFICATIONS

• Required Licenses and/or Certifications
  • None required.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• Required Education and Experience
  • High school diploma or GED equivalent required.
  • Two years of administrative experience in a related healthcare field required.

• Preferred Education and Experience
  • Bachelor’s degree in a related healthcare field preferred.

• Required Knowledge, Skills and Abilities
  • Proficient with MS Office to include Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and office equipment.
  • Able to accurately type 45 - 50 wpm.
  • Experienced in workflow analysis, process improvement, problem solving, and project management skills.
  • Possesses strong oral, written, and professional interpersonal communication skills, including following through on outstanding matters.
  • Demonstrates the ability to work in a fast-paced environment responding to unpredictable, changing situations and needs with sound judgment and excellent customer relations skills.
  • Demonstrates the skills set to work independently with little or no supervision.
  • Must be able to represent the organization in a positive manner, exercise independent judgment, professionalism, and discretion.
    
• Preferred Knowledge, Skills and Abilities
  • Proficient with Microsoft Access preferred.

WORKING CONDITIONS

Normal office environment with little exposure to excessive noise, dust and temperature

PHYSICAL REQUIREMENTS

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