Administrative Assistant

sluhn; Bethlehem (Northampton County); On-site; USD 42,000 - 54,000; Full time

Job summary

St. Luke's University Health Network is seeking an Administrative Assistant to perform a range of administrative duties, coordinating communication across the organization, Network, and the community.

The role includes scheduling meetings, handling payroll documentation, drafting routine correspondence, and maintaining contract files. Responsibilities also cover managing calendars, taking minutes, assisting with budget awareness, and ensuring smooth operations through proactive communication and

Qualifications

• Graduate from a secretarial/business administration program preferred.
• Five years experience as a secretary or administrative assistant.
• Ability to work independently or with minimal supervision.
• Proficient with Microsoft Word, PowerPoint, Excel, Access, Visio and Adobe Acrobat.

Responsibilities

• Accurately arranges and schedules meetings and appointments, maintains calendar.
• May complete payroll documentation and submit according to Network policy.
• Composes routine correspondence for signatures.
• Maintains files of contracts and correspondence and related materials electronically and paper, when appropriate.
• Communicates effectively via telephone, screening calls and referring to appropriate person.
• Maintains awareness of department budget and works within its resources.
• Takes minutes and attends meetings as directed.
• Promptly handles complaints as appropriate.
• Design and maintain databases as needed.

Skills

Calendar management

Meeting scheduling

Professional communication

Payroll documentation

Clerical duties

Education

Secretarial/business administration program preferred

Tools

Dictation systems

Microsoft Word

Microsoft Excel

Microsoft Access

Microsoft PowerPoint

Adobe Acrobat Pro

Microsoft Visio

Microsoft Outlook

Job description

St. Luke's is proud of the skills, experience and compassion of its employees. The employees of St. Luke's are our most valuable asset! Individually and together, our employees are dedicated to satisfying the mission of our organization which is an unwavering commitment to excellence as we care for the sick and injured; educate physicians, nurses and other health care providers; and improve access to care in the communities we serve, regardless of a patient's ability to pay for health care.

Schedule: Every other weekend 8am - 8pm, every Monday 5:30pm - 9:30pm.

The Administrative Assistant performs administrative duties, facilitates communication among the organization, the Network, and the community.

Job Duties and Responsibilities:

• Accurately arranges and schedules meetings and appointments, maintains calendar.
• May complete payroll documentation and submit according to Network policy.
• Composes routine correspondence for signatures.
• Maintains files of contracts and correspondence and related materials electronically and paper, when appropriate.
• Works interactively within Department in continuing own development through active participation in in-services and/or continuing education programs.
• Communicates effectively via telephone, screening calls and referring to appropriate person.
• Maintains awareness of department budget and works within its resources.
• Keeps organizational policy and procedure manuals and documents updated.
• Responsible for preparing meeting packages, as directed.
• Responsible for taking minutes and attends other meetings as directed.
• Demonstrates proficiency in the use of dictation systems, Microsoft Word, Microsoft Excel, Microsoft Access, Microsoft PowerPoint, Adobe Acrobat Professional, Microsoft Visio, Microsoft Outlook, and other computer systems as needed.
• Design and maintain databases as needed.
• Promptly handles complaints as appropriate.
• Setting up meetings, meeting rooms, meeting packages and resources required for those meetings as directed.
• Responsible for assisting Administrator to achieve the Agency goals through patient interaction, correspondence, responsiveness and proactive communications.
• Utilizes good problem solving skills.
• Assists in gathering and recording data as requested.
• Takes responsibility for complaints to be handled according to Network policy assuring complete follow through.
• Other related duties as assigned.

Physical and Sensory Requirements:

• Occasionally lift and/or carry 50 lbs.
• Frequently lift and/or carry 25 lbs.
• Being able to frequently lift or carry objects weighing up to 25 pounds is often more critical that being able to lift up to 50 lbs at a time.
• Stand and/or walk at least 6 hours in an 8-hour work day.
• Stooping (bending at the waist) and crouching (stooping and bending at the knee) - required frequently.
• Handling (grasping) - required frequently.
• Fingering (fine manipulation) - required only occasionally.

Education:

Graduate from a secretarial/business administration program preferred.

Training and Experience:

• Ability to complete clerical and secretarial duties.
• Tact, courtesy, initiative, sound judgment and the ability to follow direction.
• Five years experience as a secretary or administrative assistant.
• Ability to work with people in a diplomatic manner.
• Ability to work independently or with minimal supervision.
• Computer proficiency in basic and some advanced features of Microsoft Word, PowerPoint, Excel, Access, Visio and Adobe Acrobat.

St. Luke's University Health Network is an Equal Opportunity Employer.