Corporate Administrative Assistant at Trinity Health - IHA – Ann Arbor, Michigan

POSITION DESCRIPTION:

The Corporate Administrative Assistant will have responsibility as the front-line representative of the IHA Administrative offices. Front desk functions include greeting guests, as well as answering and directing incoming telephone calls. The administrative support functions will include ensuring all supplies are ordered and stocked, assisting with room reservations, coordinating food orders, supporting other central administrative office teams and other general administrative duties as assigned.

ESSENTIAL JOB FUNCTIONS:

Provides consistent front desk coverage, including greeting guests, allowing entrance to suite and directing to appropriate person or conference area when needed.

Work schedule is coordinated with the Senior Corporate Administrative Assistant and approved by the Associate Director of Human Resources to provide front desk coverage during core business hours at the IHA Administrative offices.

Maintains administrative office supplies including business machine toner and paper for administration suite and Human Resources machines.

Refills paper and toner as needed.

Ensures adequate PPE is readily available for all staff and visitors who enter the IHA Administrative lobby.

Contacts maintenance in a timely manner when repairs are required for the fax, copier and printer.

Maintains clean and organized work areas including the employee break room, reception area, kitchenette, office supply cupboard and business office machines.

May need to assist in the organization of various meetings, as well as the distribution of packet materials.

Ensures that breakfast, lunch or dinner is ordered for meetings. Ensures that payment has been made and that meeting room is set up for meeting with all necessary equipment and food supplies.

Posts conference room schedules outside each conference room at beginning of each day.

Monitors and ensures that conference rooms are stocked and orderly.

Provides suggestions to continually improve processes throughout IHA.

Participates in and supports various Administration, Operations, Finance and Human Resource activities as needed.

Performs other duties as assigned.

ORGANIZATIONAL EXPECTATIONS:

Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of both IHA and Trinity Health.

Must be able to work effectively as a member of the Central Administrative Support team.

Successfully completes IHA’s “The Customer” training and adheres to IHA’s standard of promptly providing a high level of service and respect to internal or external customers.

Maintains knowledge of and complies with IHA standards, policies and procedures.

Maintains complete knowledge of office services and in the use of all relevant office equipment, computer and manual systems.

Maintains strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines.

Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences.

Uses resources efficiently.

If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.

MEASURED BY:

Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.

ESSENTIAL QUALIFICATIONS:

EDUCATION: High school diploma or GED.

CREDENTIALS/LICENSURE: None

MINIMUM EXPERIENCE: 1-year experience in customer service-focused work environment.

POSITION REQUIREMENTS (ABILITIES & SKILLS):

Sufficient knowledge of mathematics.

Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, Outlook, Microsoft Word and Excel, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job.

Excellent communication skills in both written and verbal forms, including proper phone etiquette.

Ability to work collaboratively in a team-oriented environment; displays courteous and friendly demeanor.

Ability to work effectively with various levels of organizational members and diverse populations including IHA staff, providers, patients, family members, insurance carriers and vendors.

Ability to cross-train in other areas of practice in order to achieve smooth flow of all operations.

Good organizational and time management skills to effectively juggle multiple priorities and time constraints.

Ability to exercise sound judgement and problem-solving skills.

Ability to handle patient and organizational information in a confidential manner.

Successful completion of IHA competency-based program within introductory and training period.

MINIMUM PHYSICAL EXPECTATIONS:

Physical activity that often requires keyboarding, filing and phone work.

Physical activity that often requires extensive time working on a computer.

Physical activity that sometimes requires walking, standing, bending, stooping, reaching, and/or twisting.

Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs.

Specific vision abilities required include close vision, depth perception, peripheral vision and the ability to adjust and focus.

Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.

Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.

MINIMUM ENVIRONMENTAL EXPECTATIONS:

This job operates in a typical office environment which involves frequent interruptions and significant interaction with people which can be stressful at times.