Administrative Assistant - Nch Hospitalists (Part Time) 20 Hrs/Week

Shift: Part time, Days, 20 hrs/week

Under general supervision, provides secretarial and administrative support services such as composing correspondence, screening visitors and telephone inquiries, preparing reports and conducting special or on-going projects as assigned, and assisting the department head and management team in daily operations.

• Ability to use independent judgment to complete tasks.
• Oversees department specific special projects and assumes functional responsibilities as assigned. Coordinates with internal departments and/or vendors to review and obtain status updates, obtain and communicate information to the department(s) and monitor project deliverables.
• Experience with Microsoft office preferred.
• Performs a variety of secretarial duties for the manager and/or department including opening, sorting, and distributing mail, preparing mailing lists and mass mailings, arranging and scheduling meetings, appointments and interviews. Completes travel arrangements, and maintains personal calendars for manager(s). Coordinates special department events/outings, including scheduling conference rooms and ordering special equipment or food.
• Composes and formats a wide range of correspondence, including but not limited to letters, lists, forms, tables and charts which often are confidential in nature. Oversees appropriate methods and processes for internal and external distribution of correspondence/records. May record, type and distribute meeting minutes. Reviews, proofreads, and edits correspondence and reports for accuracy, grammar and compliance with procedures or instructions. May provide a variety of administrative support functions for various Corporate Committees.
• A high level of interpersonal and communication skills to interact effectively with customers, hospital staff, physicians, vendors, patients and/or members of the community.
• Provides daily operations support by ordering and maintaining regular and specialty item department supplies. Reviews and researches status of purchase orders, submits and tracks department supply and various vendor order expenses ensuring accurate account coding. Responsible for processing, researching and tracking department invoices and may reconcile the monthly department budget. Obtains and verifies appropriate approval signatures where required. May submit and coordinate work orders for employee telephone, computer, office resets, minor equipment/furniture installations, and coordinates general cleaning, repair or maintenance of department office space. May oversee appearance and compliance standards for common department areas including reception, storage and break/kitchen areas.
• The organizational skills to complete multiple tasks while remaining flexible, and to perform work assignments under minimal supervision despite distractions and interruptions.
• The level of knowledge normally obtained through the completion of four years of high school or the equivalent including coursework in typing, transcription, and office management.
• Ability to utilize various office support technologies (i.e. facsimile machine, paging systems, projectors, computer and audio-visual equipment, scheduling systems, etc.).
• Three years of progressively responsible administrative office experience.
• Establishes, maintains, and revises record keeping and filing systems; classifies, sorts, and files correspondence, articles, records, and other department/operations related documents. Maintains department policy and procedure manuals including coordination and distribution of updates. Maintains department records including budgetary records and any required education, training, licensure/certifications, performance management documentation and review of weekly timesheet and processes as appropriate. Follow-ups with department personnel sending reminder notices and tracking the status of all required action items.
• The analytical ability to gather and prepare accurate data and appropriately prepare reports.
• Adheres to all Northwest Community Hospital standards, policies, and procedures.
• Receives and screens all internal and external telephone calls, visitors and vendors recording and/or relaying messages for the department head, managers and/or other department personnel. Responds to department specific inquiries concerning services offered or the administrative and daily operational activities of the department. Answers questions, referring to established policies and procedures, or by obtaining additional information from other resources.
• Prepares and/or formats or compiles a variety of departmental administrative and operational reports, statements, charts, statistics, proposals and presentations. Researches and obtains required data, determines appropriate tracking method in conjunction with manager, and develops processes for accurate maintenance and reporting of data, records and associated reports.
• Proficient word processing and excel skills required.

 

PHYSICAL REQUIREMENTS:

• The flow of work and character of duties involves normal mental and visual attention much or all of the time.
• Requires very little physical effort. Rarely required to walk or stand for prolonged periods. May require occasional lifting or moving lightweight material, or rarely lifting or moving average weight material.

WORKING CONDITIONS: (Describe any unfavorable working conditions or hazards).

• Typical office working conditions. Absence of disagreeable elements. Probability of injury is remote.

Primary Location

United States-Illinois-Arlington Heights

Work Locations

800 W Central - Hospital

Job

Office/Clerical

Shift

Day Job

Employee Status

Regular