Administrative Assistant
: Job Details :

GENERAL SUMMARY:Provides administrative and clerical support to the assigned area(s).PRINCIPAL JOB FUNCTIONS:1. *Commits to the mission, vision, beliefs and consistently demonstrates our core values.2. *Tracks and collects data from various internal sources and prepares reports.3. *Maintains work calendars; schedules external and internal department meetings and interviews.4. Plans and arranges travel for scheduled conferences.5. *Records and/or transcribes minutes of meetings.6. Provides phone coverage for the department(s); screens phone calls and relays messages in a timely fashion, and responds to callers as appropriate.7. *Types memorandums, correspondence, department emails, policies and procedures, forms, and other monthly and quarterly reports; may type highly sensitive materials requiring a high degree of confidentiality.8. Sorts and routes incoming department mail; delivers out-going department mail.9. Maintains departmental files including employee files; tracks required licensure, testing or related documentation.10. Coordinates the distribution and processing of employee evaluations.11. *Inventories, orders and coordinates office supply purchases and deliveries with appropriate departmental and supply personnel; orders forms as needed.12. *Communicates and cooperates with all levels of personnel.13. Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.14. Participates in meetings, committees and department projects as assigned.15. Performs other related projects and duties as assigned.(Essential Job functions are marked with an asterisk * . Refer to the Job Description Guide for the definition of essential and non-essential job functions.) Attach Addendum for positions with slightly different roles or work-specific differences as needed.ADDITIONAL JOB FUNCTIONS:In addition to the principal job functions contained on the primary job descriptions, the following duties are also required in the department noted above.1. Provides administrative coordination of department computer systems in collaboration with the Clinical IT Liaison RN.2. Coordinates department computer applications with organizational computer systems.3. Provides computer training for department staff.4. Develops electronic reports for data analysis, utilizing specific software, i.e.. Report Writer, Crystal Report Developer.5. Provides administrative letters and correspondence for Employee Health case managers.6. Develops and maintains publication of Employee Health procedures, forms and documents for current policy and procedure system in collaboration with the EHS Leader.7. Prepares and invoices and sends to accounting, any billing for Employee Health services and bills the contract service.8. Reviews all organizational job changes and determines additional or new health/physical requirements.9. Coordinates and orders clinic supplies with appropriate departmental and supply personnel through the warehouse requisition.10. Reviews, analyzes and reports OSHA log, OSHA summaries and U.S. Department of Labor Bureau of Labor Statistics, Survey of Occupational Injuries and Illnesses report for Bryan Medical Center.11. Maintains and prepares notifications for DOT physical and Random Drug Testing records.12. Analyzes application (Cority) on a routine basis to verify import data from other medical center applications and departments (Lawson, API, Accounting) is correct and current.13. Acts as Client Project Manager (PM) liaison for implementation of software upgrades; coordinates all activities and tasks related to implementation. This is done in coordination with IT and the Clinical Liaison IT RN in Employee Health.14. Picks up from the Pharmacy and transports medications to Employee Health offices as requested; routinely accesses locked storage areas (where drugs and biological are also stored) to obtain or stock supplies as pertinent to job functions in accordance with Medical Center procedures.15. Is the back up for helping schedule new hires for the pre-employment health screen.16. Answers phone and schedules appointments for clinic staff.EDUCATION AND EXPERIENCE:High school diploma or equivalency required. Completion of two-year business school training program focusing on personal computers and general business machines preferred. Minimum of two (2) years experience in an administrative support role required. Prior experience in a comparable position in a hospital setting preferred.ADDITIONAL REQUIRED CREDENTIALS / CERTIFICATIONS:Associate's degree in human services, medical assisting or office management preferred. Minimum of one (1) year office management experience preferred.PHYSICAL REQUIREMENTS:(Physical Requirements are based on federal criteria and assigned by Human Resources upon review of the Principal Job Functions.)(DOT) - Characterized as light work requiring exertion up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.