Administrative Assistant II

Job Summary:

The Administrative Assistant II provides professional administrative and clerical skills of a complex and confidential nature. The position uses initiative and judgment to relieve the department, assigned Executive Director and midlevel managers of routine administrative duties. The responsibilities include receiving and dispatching customer calls using handheld radio, serving as point person dealing with Joint Commission and other state and governmental agencies, department liaison with other departments, patients, staff, and the public.

Major Responsibilities / Duties / Critical Tasks:

·         Maintains calendars; works closely with clinic staff and other personnel to coordinate schedules and resolve calendar conflicts, schedules appointments for the department.

·         Schedules meetings, room, invites participants, and arranges equipment/refreshments.

·         Represents the department through correspondence, telephone, and personal contact on and off campus.

·         Conducts interviews and answers correspondence without referring to the Executive.

·         Maintains departmental meeting minutes.

·         Assists in the preparation of department budgets.

·         Screens calls and directs visitors to the Executive’s Office.

·         Completes purchase requisitions and payment requests. Reviews professional development account activity for accuracy.

·         Reconciles departmental accounts.

·         Makes travel arrangements for faculty providers following appropriate policies.

·         Answers phone calls, picks up and distributes departmental mail, orders office supplies and food service as appropriate.

·         Other duties as assigned.

Accompanying Knowledge, Skills, Abilities and Competencies:

·         Ability to organize information.

·         Ability to handle sensitive information with absolute confidentiality.

·         Working knowledge of Microsoft Office products (Word, Excel, PowerPoint).

·         Strong Verbal and written communication skills.

Required Education / Experience:

·         High School Diploma or equivalent.

·         Three (3) years of experience in administrative work in a clinical setting.