System Administrative Assnt. - Food & Nutrition

This role will require travel between the 3 hospitals in the system – Elmhurst, Edward, and Linden Oaks. Travel will be required, but the frequency could be reevaluated after time and routines are built.

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 judgment 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.

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.")

• Arranges meetings and conferences, schedules appointments, and completes travel or conference arrangements. May maintain personal calendar for assigned personnel.
• 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.
• Department specific duties such as:
• Coordinating the Catering events at Edward Hospital
• Recommends improvements to processes to enhance department efficiency.
• Daily oversight of cash reports for all Cafes and Starbucks
• 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.
• Support of the System Director of Food and Nutrition
• Submitting monthly and quarterly reports to finance
• Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records and other documents. Opens, sorts, and distributes mail.
• 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.
• 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.
• 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.
• Managing Vendor records for 3 hospitals – ordering, invoicing, and reconciling orders
• 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.
• 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.

Knowledge, Skills And Abilities Required

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

PI217336904