Administrative Assistant

MedStar Health’s Washington Hospital Center; Baltimore (MD); On-site; USD 28,000 - 50,000; Full time

Job summary

MedStar Harbor Hospital is seeking an organized, dependable Administrative Assistant to support our Nursing Administration department. In this important role, you will help keep daily departmental operations running smoothly while providing administrative support to nursing leaders, associates, and other hospital partners.

The ideal candidate is an effective communicator who can manage multiple priorities, handle confidential information with discretion, and maintain accurate records in a

Qualifications

• High school diploma or GED is required.
• Knowledge of medical terminology is required.
• Business coursework or administrative/secretarial training preferred.
• Two years of clerical or office experience required.
• Experience in a hospital, medical office, or ambulatory care environment preferred.

Responsibilities

• Provide day-to-day administrative support to Nursing Administration and assist with departmental projects, priorities, and operational needs.
• Answer and route telephone calls, respond to routine inquiries, take messages, distribute mail, and communicate information to the appropriate individuals promptly.
• Manage calendars, schedule interviews and appointments, and coordinate meetings, conferences, travel arrangements, and room reservations.
• Prepare agendas, minutes, policies, procedures, manuals, correspondence, and other documents, including materials of a sensitive or confidential nature.
• Maintain organized recordkeeping and filing systems, personnel documentation, associate transaction forms, and other departmental records.
• Process departmental payroll, enter information into hospital systems, monitor purchasing requests, maintain supply inventory, and coordinate with vendors to resolve service or equipment concerns.
• Collect, analyze, and report departmental data and service-delivery statistics; prepare administrative reports and other materials as needed.
• Support invoice reconciliation, payment requests, expense verification, budget preparation, and variance monitoring.
• Participate in departmental meetings, committees, quality and service-improvement initiatives, and hospital community outreach activities.
• Support department goals while following hospital policies, quality and safety standards, confidentiality requirements, and governmental/ accreditation regulations.

Skills

Organizational skills

Verbal and written communication

Confidential data handling

Transcription

Data entry

Microsoft Office

Education

High school diploma or GED

Tools

Word processing

Spreadsheets

Presentations (PowerPoint)

Job description

About the Job

Summary of Position:

MedStar Harbor Hospital is seeking an organized, dependable, and detail-oriented Administrative Assistant to support our Nursing Administration department. In this important role, you will help keep daily departmental operations running smoothly while providing administrative support to nursing leaders, associates, and other hospital partners.

The ideal candidate is an effective communicator who can manage multiple priorities, handle confidential information with discretion, and maintain accurate records in a fast-paced healthcare environment. If you enjoy supporting others, coordinating the details behind successful operations, and contributing to a collaborative hospital team, we invite you to apply.

Primary Duties and Responsibilities:

• Provide day-to-day administrative support to Nursing Administration and assist with departmental projects, priorities, and operational needs.
• Answer and route telephone calls, respond to routine inquiries, take messages, distribute mail, and communicate information to the appropriate individuals promptly.
• Manage calendars, schedule interviews and appointments, and coordinate meetings, conferences, seminars, travel arrangements, room reservations, speakers, refreshments, and audiovisual needs.
• Prepare agendas, minutes, memoranda, policies, procedures, manuals, correspondence, reports, and other documents, including materials of a sensitive or confidential nature.
• Maintain organized recordkeeping and filing systems, personnel documentation, associate transaction forms, professional license information, and other departmental records.
• Process departmental payroll, enter information into hospital and departmental systems, monitor purchasing requests, maintain supply inventory, and coordinate with vendors to resolve service or equipment concerns.
• Collect, analyze, and report departmental data and service-delivery statistics; prepare administrative reports, rosters, financial documents, reimbursement requests, and other materials as needed.
• Support invoice reconciliation, payment requests, expense verification, budget preparation, and variance monitoring, as assigned.
• Participate in departmental meetings, committees, multidisciplinary quality and service-improvement initiatives, and hospital community outreach activities.
• Support department goals while following hospital policies, quality and safety standards, confidentiality requirements, and governmental and accreditation regulations.

Minimal Qualifications:

• High school diploma, GED, or equivalent required.
• Knowledge of medical terminology required.
• Business coursework or administrative/secretarial training preferred.
• Two years of clerical or office experience required.
• Experience in a hospital, medical office, or ambulatory care environment preferred.
• Relevant professional-level experience may be substituted for required education in accordance with organizational guidelines.

Knowledge Skills and Abilities:

• Strong organizational skills with the ability to manage competing priorities and deadlines.
• Effective verbal and written communication skills.
• Ability to handle confidential and sensitive information professionally.
• Transcription and accurate data-entry skills.
• Working knowledge of word-processing, spreadsheet, and presentation software in a Windows environment.
• Strong attention to detail, follow-through, and customer-service skills.
• Ability to work collaboratively with nursing leaders, associates, vendors, and other hospital departments.

This position has a hiring range of

USD $20.57 - USD $36.27 /Hr.