Admin Asst Jobs

General Summary

Working independently with minimal supervision, performs relatively complex administrative support duties including creating and preparing routine materials and proofreading, verifying and editing all materials for accuracy and clarity. Utilizes advanced microcomputer software skills to prepare complex correspondence, reports, charts, tables, forms and presentations. Uses discretion and judgement when screening visitors and telephone calls, scheduling appointments, and organizing workload to meet established priorities. The following are general characteristics of this job, although duties may vary by assigned department.

Corporate Philosophy

It is the obligation of each employee of Edward - Elmhurst Health to abide by and promote the mission and values of the System to ensure that excellent services are delivered with compassion.

PRINCIPAL DUTIES AND RESPONSIBILITIES: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except those that begin with the word "May.")

• Coordinating volunteer schedules
• Maintains logs and records of department activities. Creates and generates reports containing various data such as patient acuity levels, payroll summaries, financial information, productivity and the like.
• Arranges meetings and conferences, schedules appointments, and completes travel or conference arrangements. May maintain personal calendar for assigned personnel.
• Organizes workload to comply with deadlines and priorities, works independently to complete routine department or unit duties and prepare routine correspondence, reports, forms and the like for review by management.
• Records, transcribes and distributes minutes for committees as assigned.
• Assists in the preparation of the annual budget for assigned areas, including compiling data, making projections and recommending service levels and enhancements; ensuring the department remains within approved budget allocations.
• Receives and screens visitors and telephone calls and notifies appropriate personnel or records messages. Responds to general inquiries concerning department activities in accordance with established policies and procedures.
• Utilizes Microsoft Office software to update and maintain assigned areas' computer system and files necessary to support information requirements of assigned management and/or staff.
• May perform department specific duties as directed such as:
• Preparing physician and department staff payroll sheets and/or call schedules
• Creating audiovisual materials for education and administrative use
• Recommends improvements to processes to enhance department efficiency.
• Performs related general duties such as monitoring and ordering standard office supplies, equipment maintenance, collating and assembling documents, accepting and delivering interdepartmental correspondence, and so forth.
• Conducts research on office products, vendors, articles, etc.
• Types and/or creates complex and routine correspondence, reports, various forms, tables, pamphlets, etc. from rough draft, handwritten notes, or general verbal instructions and makes changes in grammar, punctuation or spelling as needed. Proofreads and edits drafts and final materials for appropriate and consistent format, accuracy of financial figures or other data and correct punctuation, spelling and grammar. Composes routine correspondence.
• Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records and other documents. Opens, sorts, and distributes mail.

Knowledge, Skills And Abilities Required

• Education, Experience and/or Skill Preferred:
• Associate’s Degree
• Education, Experience and/or Skill Required:
• Thorough knowledge of Microsoft Office software including Outlook, Word, Excel and PowerPoint. See attachment for minimum Computer Skills requirements.
• Some secretarial school and/or certification
• Minimum three years of previous experience in an administrative support role

PI215886733