Administrative Assistant

Bryan Health; Lincoln (NE); On-site; USD 32,000 - 42,000; Full time

Job summary

Bryan Health seeks an Administrative Assistant to provide essential clerical support to the assigned area. You will manage calendars, schedule meetings, and prepare reports and communications.

You will record minutes, handle mail, maintain files, and coordinate office supplies. The role requires discretion with confidential information and strong MS Office skills, with experience in a hospital setting preferred.

Qualifications

• Knowledge of business English and spelling.
• Knowledge of general office procedures and standard clerical techniques.
• Knowledge of medical terminology.
• Knowledge of hospital structure and functions.
• Skill in operating and maintaining general office equipment.
• Skill in Microsoft Office Word, Excel and PowerPoint applications.
• Knowledge of computer hardware and software relevant to work functions.
• Ability to communicate effectively both verbally and in writing.
• Ability to organize and maintain filing systems.
• Ability to compose correspondence, memorandums, and routine letters.
• Ability to maintain confidentiality.

Responsibilities

• Provides administrative and clerical support to the assigned area(s).
• Tracks and collects data and prepares reports.
• Maintains calendars and schedules meetings/interviews.
• Records and transcribes meeting minutes.
• Types memos, correspondence, policies, forms, and monthly/quarterly reports.
• Manages office supplies and coordinate purchases.
• Provides phone coverage and screens calls.
• Sorts and routes mail; delivers outgoing mail.
• Maintains employee and department files.
• Coordinates employee evaluations distribution.
• Participates in meetings and department projects.

Skills

Business English

General office procedures

Medical terminology

MS Office (Word/Excel/PowerPoint)

Communication skills

Filing systems

Confidentiality

Time management

Education

High school diploma

Two-year business school training preferred

Two years experience in admin support

Hospital setting experience preferred

Tools

Computer hardware knowledge

Job description

Provides administrative and clerical support to the assigned area(s).

PRINCIPAL JOB FUNCTIONS:

• *Commits to the mission, vision, beliefs and consistently demonstrates our core values.
• *Tracks and collects data from various internal sources and prepares reports.
• *Maintains work calendars; schedules external and internal department meetings and interviews.
• *Records and/or transcribes minutes of meetings.
• *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.
• *Inventories, orders and coordinates office supply purchases and deliveries with appropriate departmental and supply personnel; orders forms as needed.
• *Communicates and cooperates with all levels of personnel.

Plans and arranges travel for scheduled conferences.

Provides phone coverage for the department(s); screens phone calls and relays messages in a timely fashion, and responds to callers as appropriate.

Sorts and routes incoming department mail; delivers out-going department mail.

Maintains departmental files including employee files; tracks required licensure, testing or related documentation.

Coordinates the distribution and processing of employee evaluations.

Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.

Participates in meetings, committees and department projects as assigned.

Performs other related projects and duties as assigned.

(Essential Job functions are marked with an asterisk "*" ).

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of business English and spelling.

Knowledge of general office procedures and standard clerical techniques.

Knowledge of medical and nursing terminology.

Knowledge of the structure and functions of a hospital/medical center system.

Skill in operating and maintaining general office equipment.

Skill in Microsoft Office Word, Excel and PowerPoint applications and keyboarding efficiency.

Knowledge of computer hardware equipment and software applications relevant to work functions.

Ability to exercise courtesy and professionalism in receiving office callers and visitors.

Ability to perform basic mathematical computations.

Ability to organize and maintain filing systems.

Ability to compose correspondence, memorandums, and routine letters.

Ability to communicate effectively both verbally and in writing.

Ability to establish and maintain effective working relationships with all levels of personnel and medical staff.

Ability to problem solve and engage independent critical thinking skills.

Ability to maintain confidentiality relevant to sensitive information.

Ability to prioritize work demands and work with minimal supervision.

Ability to maintain accurate logs and reports.

Ability to maintain regular and punctual attendance.

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.

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.