Administrative Admin III

Major Responsibilities:

• Preparation and dissemination of correspondence
  •     1) Composes, edits and types letters, memos, reports, and other types of correspondence assuring accuracy and confidentiality.
  •     2) Prepares presentations, handouts, signage, invitations, etc. utilizing various software packages
  •     3) Takes accurate minutes for executive leadership meetings (Governing Council, Senior Management, and Leadership Council).
• Represents system in communication with associates, customers, and outside callers.
  •     1) Works directly with senior management in assuring accurate communication and scheduling.
  •     2) Greets and directs visitors
  •     3) Responds to associate/patient complaints, resolves problems, screens and redirects calls from associates, patients, vendors
  •     4) Follows up on complaint and complimentary letters and phone calls, making sure appropriate parties follow through; prepares recognition letters and SPIRIT awards for associates
• Performance of diversified administrative and secretarial work in support of department.
  •     1) Coordinates work or provides direction and/or guidance to others.
  •     2) Responds to correspondence not requiring chief executive’s attention.
  •     3) Monitors budget for department.
  •     4) Initiates follow up for calls, correspondence, etc., received by department
  •     5) Answers phones for others within department and follows up on requests if able.
  •     6) Covers for other secretaries in department in their absence.
  •     7) Office coordinator for new administrative staff arranging for phones, files, keys, I.S. setup.
• Coordinates schedule of supervisor and others
  •     1) Sets up meetings and maintains meeting schedule for chief executive and others within department.
  •     2) Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
  •     3) Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement.*
• Supervises minor department expenses
  •     1) Maintains and orders supplies.
  •     2) Prepares expense reports, check requests, petty cash reimbursement, invoice payment, and time cards for department.
• Maintenance of department files.
  •     1) Maintains records and files within the department including certification records of regulatory agencies
  •     2) Creates and sets up filing systems for department/unit
  •     3) Maintains policy manuals for the Administrative office

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.