Administrative Assistant

Overview

The Administrative Assistant, Hospital Services, provides comprehensive administrative and operational support to the Hospital Services Department, exercises sound judgment in prioritizing competing demands, maintaining confidentiality, and ensuring that assignments, meetings, and commitments are accurately coordinated and executed. The position requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to work effectively in a fast-paced environment where priorities may change rapidly.

Coordinates and schedules appointments (internal & external) gives information to callers and otherwise relieves Director of Hospital Services of clerical work and minor administrative and business duties. Performs a wide range of administrative and office support functions for the management and department to facilitate efficient operation. Supports and fosters the Mission, Vision and Core Values of LiveOnNY and its commitment to organ, eye and tissue donation.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Manages and proactively maintains the Director’s schedule.

Sorts and routes incoming mail. General administrative duties including typing, filing, faxing, scanning and copying.

Composes and distributes minutes for departmental staff meetings and other meetings as requested, in a timely manner.

Composes routine correspondence, as well as special reports. Creates, formats and proofreads presentations, spreadsheets and other documents as requested.

Arranges travel and lodging for conferences, seminars and meetings for assigned staff.

Establishes, organizes and maintains electronic and paper files, correspondence, documentation and other records.

Provides new departmental staff an orientation to departmental use of Outlook and SharePoint.

Answers telephone and gives information to callers or routes call to appropriate personnel and places outgoing calls.

Opens and distributes all incoming mail and sends outgoing mail.  Prepares and disseminates special event mailings, electronic communication and materials.

Schedules and makes arrangement for virtual and in-person meetings, events, appointments and conference calls with hospital partners and other stakeholders (internal and external) as needed. This includes notifying participants, coordinating catering, making room reservations, preparing agendas, arranging audio/visual, and preparing and processing related paperwork and maintaining attendance records. 

Orders office supplies. Prepares and processes purchase requisitions and other required documentation, in a timely manner.

Greets visitors and directs visitors to appropriate person. Provides reception and telephone relief for Receptionist, as needed.

Researches and recommends promotion collateral for use in area hospitals. Coordinates inventory and fulfillment of supplies for Hospital Services staff.

All employees, at every level, are empowered and expected to be committed to participate in continuous process improvement.

Other duties may be assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

Required:

Associate's degree (A. A.) and two to four years Administrative Assistant experience. Type 50+ wpm; proficient in Microsoft Office 365 and SharePoint.

ADDITIONAL REQUIREMENTS:

LANGUAGE SKILLS:

Ability to read, analyze, and interpret common journals and documents.  Ability to respond to common inquiries or complaints from clients, regulatory agencies, or members of the business community.  Ability to write simple communications and documents. Ability to effectively present information to co-workers, the general public and management.

MATHEMATICAL SKILLS:

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draw valid conclusions. 

OTHER SKILLS AND ABILITIES:

A commitment to working in a culturally diverse organization and community, to quality, excellence and a strong performance improvement program and to both clinical and administrative goals is required. Requires an energetic and wholehearted approach toward relationship-building.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee is frequently required to stand and sit.  The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; lift and climb or balance.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

LiveOnNY offers a competitive salary & comprehensive benefits package.

• 403(b) deferred annuity
• Medical/Vision/Dental/Life
• Tuition reimbursement
• Paid time Off
• Pet Insurance
• Life Insurance
• Cellular plan discounts
• Auto Insurance discounts

Salary range of $68,987.00 - $72,100.00

Qualifications

Associates degree and five years administrative experience required. Bachelor's deegree preferred. Proven experience working for multiple c-suite professionals preferred. Proficiency in Microsoft Office 365. Familiarity with SharePoint.